Office Administrator

The purpose of the Job

To professionally represent AECI Mining Chemicals as the first point of contact with suppliers, customers, internal & external stakeholders of the business.  Perform essential front desk administrative duties including answering phone calls, receive and direct guests to their specific destinations, ordering of non-stock items such as stationery and groceries.  Perform ad hoc finance duties and data capturing for various departments.  

Required outputs: Functional

• Reception/Switchboard – Greet walk-in clients and/or visitors and ensure they are comfortable whilst waiting for their scheduled appointment.
• Greet, welcome and ensure guests are comfortable whilst waiting for their scheduled appointment.
• Notify company personnel of arrival of visitor.
• Direct or escort visitors appropriately to specific destinations when requested to do so.
• Operate switchboard for all AECI Mining Chemicals sites by answering the telephone professionally, screening or forwarding calls, providing information and taking messages or scheduling appointments.
• Front Desk Administrative Duties – Book, maintain and manage boardrooms for all sites.
• Assist with ordering of food and refreshments for meetings upon request.
• File and maintain records.
• Collect, sort, distribute, prepare mail, messages and courier deliveries locally and internationally.
• Source best prices for stationery, groceries and cartridges including placing of orders for the non-stock items and assume control and maintenance thereof.
• Assist with ad hoc duties.
• Petty Cash Handling and Management – Responsible for all petty cash disbursements; summarising petty cash expenses, reimbursements, claims, disbursements, etc to ensure payment amounts, records and supporting documents are correct with zero discrepancies; prepare reconciliation to be submitted with request for reimbursement.
• Finance Duties – create purchase requisitions on ERP system (SAP), capture weekly payments and create supplier payment records.
• Data Capturing – capture data in MS Excel for various departments as required.

Qualifications and expertise required

• Minimum educational requirement Grade 12 (must).
• Certificate or diploma in office administration or relevant field (Essential Advantage).
• Minimum 3 years’ administrative experience or experience as a front line Receptionist with proven efficiency in operating a multi-line switchboard.
• Previous sourcing and procurement experience advantageous.

Competencies (skills, knowledge and characteristics)

• Presenting and communicating (verbal and written).
• Planning, organising and multi-tasking.
• Critical thinking, decision making and inter-personal skills.
• Working with people and work standards.
• Relating and networking.
• Coping with pressures and setbacks.
• Good listening skills and attention to detail.

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