Office and Projects Administrator – Pretoria – Reference 8501

The successful candidate will act as the central administrative hub of the business, ensuring efficient office operations while supporting project delivery, customer service excellence, and administrative compliance.

Key Duties & Responsibilities

Office Administration

• Manage day-to-day office operations and administration.
• Maintain electronic and manual filing systems.
• Manage incoming correspondence, emails, and telephone enquiries.
• Prepare business documents, reports, and presentations.
• Coordinate office supplies and equipment maintenance.
• Schedule appointments and meetings.

Executive Support

• Coordinate calendars and meetings.
• Prepare meeting agendas and minutes.
• Track and follow up on action items.
• Assist with travel arrangements.
• Manage confidential information and documentation.

Project Administration

• Open and maintain project files and documentation.
• Track project milestones and deadlines.
• Coordinate communication between internal teams, clients, and suppliers.
• Schedule project meetings and maintain project registers.
• Assist with procurement activities and equipment delivery tracking.

Training Administration

• Coordinate and schedule training programmes.
• Manage delegate registrations and confirmations.
• Prepare training materials and attendance registers.
• Coordinate venues and online training logistics.
• Maintain training records and issue certificates.

Client Administration

• Prepare quotations and invoices.
• Follow up on quotations and outstanding documentation.
• Maintain accurate client records.
• Respond to client enquiries professionally and timeously.
• Support client relationship management activities.

Procurement & Supplier Coordination

• Obtain supplier quotations.
• Raise purchase orders and track deliveries.
• Maintain supplier databases.
• Monitor inventory and office requirements.
• Liaise with suppliers to ensure timely service delivery.

Financial Administration

• Assist with invoicing and payment requests.
• Process supplier invoices and expense claims.
• Support debtor follow-ups.
• Maintain financial records and documentation.
• Prepare documentation for accountants and audits.

Document Control & Compliance

• Maintain policies, procedures, contracts, and operational records.
• Ensure accurate version control and document registers.
• Assist with compliance documentation and record management.
• Maintain company asset and administrative registers.

Marketing & Business Support

• Assist with proposal and tender submissions.
• Support preparation of company profiles and marketing materials.
• Assist with website and social media administration.
• Coordinate business communications and newsletters.

Minimum Requirements

Qualifications

• Diploma or Certificate in Business Administration, Office Administration, Project Administration, or a related field.

Experience

• Minimum 3 to 5 years’ experience in an administrative role.
• Experience coordinating multiple activities and priorities simultaneously.
• Experience supporting projects, training administration, procurement, or financial administration will be advantageous.

To apply, please submit your CV detailing your relevant administrative and project coordination experience to admin1@smartplacements.co.za

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