ADMINISTRATIVE ASSISTANT

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Our client is looking for a dynamic individual to take on the full time position of Administrative Assistant. The person will be required to provide support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. This person will report directly to the Director & Manager of the company and assist the various departments within the company with administrative tasks as laid out below:
Key Requirements:
Matric; Qualification as an Administrative assistant or Secretary (advantageous)
Advanced computer skills (MS Office, internet & outlook), with ability to upload and update the CRM system for the company and other tasks associated therewith.
Knowledge on using Soft Line Pastel.
Proficient in writing and speaking English and Afrikaans.
Able to take minutes at meetings.
Have some knowledge of dealing with company documents, and carrying out tasks related to the company documents as requested by the Company Secretary.
Must be numerate and have a good sense of responsibility as daily tasks include tenant liaison, working with money and assisting the Bookkeeper with various tasks.
Professional telephone manner.
Attention to detail and ability to follow direction accurately.
Strong organizational skills with the ability to multi-task
Able to file documents effectively and work in a systematic and orderly fashion.
Ability to interact with people in senior positions as the company has many sponsors and donors, with whom the Administrative Assistant will engage with as part of his/her responsibilities.
To be flexible and be able to respond quickly to dynamic situations often encountered in the company environment.
The company is open 362 days per year and this will require the incumbent to work on weekends and public holidays as required. The minimum requirement will be at least one day per month of weekend duty.
Driver’s license.
A positive outlook on life.
A love for science, education and children.
Proven experience as an administrative assistant.
Knowledge of office management systems and procedures.
Working knowledge of office equipment, like printers and fax machines.
Excellent time management skills and the ability to prioritize work.

Principle Accountabilities:
1. Assist the consultant accountant and bookkeeper with gathering and preparing all payment requisitions and all finance related matters.
2. Make sure all monthly debit orders are actioned, reconcile of the monthly bank statements, issuing of invoices.
3. Supervise the daily cash up at the ticket office, petty cash preparations and control, counting and banking of takings.
4. Assist with general admin duties e.g. board pack preparations and collation of leave forms.
5. Preparing invoices on Soft line Pastel up to trial balance.
6. Bank Reconciliations.
7. Preparing all account payment requisitions..
8. Make sure there are floats for cashiers.
9. Count takings and make sure they are banked correctly.
10. Issue and reconcile Petty Cash every 1st of the month and prepare volunteer stipends.
11. Invoicing for schools visiting and tenants every month for their rental.
12. Collect leave forms from all staff and give to Finance Department to process with salaries.
13. Operating switchboard when needed.
14. Assist at the ticket office when needed.
15. Taking minutes in our “working group meeting”.
16. Preparing board packs for their quarterly meetings.
17. Preparing lease agreements; liaise with tenants and deal with their queries and complaints.
18. Order and control stationery; Purchase and manage staff supplies.
19. Assist with dealing with clients and frontline office work.
20. Ensure that the school group bookings and visitor number targets are met by establishing good relationships with all the company audiences, marketing the company, provide professional and friendly service to all the company audiences at all times.


Disclaimer: Communication will be entered into with short listed candidates only.


This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time.

16 hours ago

Job ID : , #494, 178 views,

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