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Gauteng: Office Administrator posted by Staff Solutions

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Job Description

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.
View Job  Cape Town: Branch Accountant posted by Staff Solutions

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.



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