Job Title: Office Secretary
Job Type: full-time
Salary: R12,000 per month
Job Location: Cape Town, Western Cape, 8001, South Africa
Job Summary:
The Secretary provides administrative support to ensure the efficient operation of the office. This role involves performing various clerical tasks, such as answering phones, managing correspondence, scheduling appointments, and maintaining records. The ideal candidate is organized, detail-oriented, and has strong communication skills.
Key Responsibilities:
Communication Management: Answer and direct phone calls, take messages, and handle correspondence, including emails and letters.
Scheduling: Manage calendars, schedule appointments, and coordinate meetings, ensuring all logistics are arranged and participants are informed.
Document Preparation: Prepare and edit documents, reports, presentations, and spreadsheets as needed, ensuring accuracy and adherence to company standards.
Filing and Record-Keeping: Maintain physical and electronic filing systems, ensuring all documents are properly organized and easily accessible.
Office Supplies Management: Monitor office supplies inventory and place orders as necessary to ensure availability and avoid shortages.
Meeting Coordination: Arrange meeting venues, prepare agendas, and distribute minutes to relevant stakeholders.
Data Entry: Input and update data in various databases and systems, ensuring accuracy and confidentiality.
Visitor Assistance: Greet and assist visitors, ensuring a positive and professional impression of the office.
Travel Arrangements: Arrange travel accommodations, itineraries, and transportation for staff as required.
General Office Support: Provide general administrative and clerical support, including photocopying, scanning, and faxing documents.
Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.
Liaison: Act as a liaison between different departments, ensuring smooth communication and coordination of activities.
Qualifications:
Education: Grade 12. An associate degree in office administration or a related field is preferred.
Experience: Minimum of 2 years of experience in a secretarial or administrative role.
Skills:
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to multitask and prioritize tasks effectively.
Attention to detail and accuracy in all tasks.
Ability to work independently and collaboratively in a team environment.
Professional demeanor and strong interpersonal skills.
Knowledge of office management systems and procedures.
Basic understanding of bookkeeping and accounting procedures is an advantage.
Preferred Qualifications:
Advanced Skills: Familiarity with office software beyond Microsoft Office, such as project management tools or databases.
Language Skills: Proficiency in additional languages may be beneficial for communication with a diverse clientele.
Experience in Specific Industry: Experience working in a specific industry, such as legal, medical, or education, may be advantageous depending on the organization’s needs.
Application Deadline: November 25, 2024
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