Eastern Cape: Office Administrator posted by Staff Solutions

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 standard—clean, 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 role—preferably 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.