Port Elizabeth: Office Administrator

Key Responsibilities A. Training and Consulting Coordination Training Logistics Management Manage the full end-to-end coordination of all training sessions, from scheduling to final results distribution. Allocate training batches and communicate facilitator schedules. Ensure all training materials (presentations, documents, resources) are up to date and available. Send training agendas to all relevant stakeholders at least one week before the session. Virtual Training: Ensure all technical equipment (desktop, camera, microphone) is functional and that sessions start on time. On-Site Training: Prepare the training room to a professional standardclean, organized, and stocked with refreshments (water, coffee). Collect training batches/data from facilitators within two days after training and ensure results are shared within two weeks. Quality Assurance Support Provide administrative assistance related to SETA, SAATCA, and HPCSA moderation, compliance, and documentation. B. Administrative and Office Management Executive & Staff Support Respond promptly to administrative queries from Senior Managers and Consultants. Scheduling & Communication Arrange and coordinate appointments, internal meetings, travel, and meeting logistics. Correspondence Draft, prepare, and distribute professional emails, memos, and other communications. Visitor Management Welcome visitors courteously, notify relevant staff, and offer refreshments upon arrival. Office Stock & Petty Cash Control Monitor office and training supplies proactively. Manage petty cash for purchasing stationery, consumables, and refreshments to avoid stock shortages. Office Presentation Ensure the executive office, boardroom, and training room are neat, clean, and presentable daily. Notify cleaning staff when deep cleaning is required. Reporting & Filing Assist with the preparation of scheduled reports. Maintain an organized and professional filing system (physical and electronic). C. Database and Data Management Maintain and update the marketing database and contact lists accurately. Provide administrative support and take notes during internal and external stakeholder workshops. Required Skills and Attributes Experience & Education Proven experience as an Office Administrator, Executive Assistant, or similar administrative rolepreferably in training, consulting, or auditing. Grade 12 is essential; a Certificate/Diploma in Office Administration or Business is a strong advantage. Technical Proficiency Strong proficiency in MS Office (Excel and PowerPoint essential). Knowledge of office management systems, procedures, and equipment (printers, scanners, etc.). Organizational & Planning Skills Highly organized with strong attention to detail and accuracy. Excellent time management with the ability to prioritize and manage multiple tasks. Communication & Interpersonal Skills Excellent written and verbal communication skills. Professional phone etiquette. Ability to collaborate well with a diverse team and provide general support as needed. Personal Attributes Strong organizational ability and attention to detail. Able to work independently and as part of a team in a fast-paced environment.