Office Administrator Job Midrand area,Gauteng South Africa,Administrative/Clerical

1. Health, Safety and Compliance

Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and
applicable legislation.
Ensure that office facilities meet all relevant health and safety regulations and standards.
Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed.
Develop and maintain emergency procedures and ensure that fire drills are conducted as required.
Ensure that statutory health and safety training is completed and that Health and Safety
Representatives are appointed where required.
Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and
relevant records are kept up to date.

2. Diary and Schedule Planning – Chairman/COO

Manage and prioritise the Chairman’s/COO’s calendar, ensuring that all meetings, appointments,
deadlines and engagements are accurately scheduled.
Prepare and distribute meeting agendas, reminders and supporting documentation to ensure
effective meeting preparation.
Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders.
Ensure that management is informed of upcoming commitments and that conflicting appointments
are managed appropriately.

3. Travel and Accommodation Coordination

Plan and arrange cost-effective local and international travel, accommodation and transport for
executives, employees and external visitors in accordance with company policies.
Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel
documentation.
Coordinate travel arrangements for expatriates visiting head office, including accommodation and
transport, and assist HR with visa extension applications when required.
Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings
and resolve travel-related queries.
Monitor travel arrangements and address changes or unexpected issues to minimise disruptions.

4. Vessel Documentation Auditing

Audit and verify vessel documentation to ensure accuracy, completeness and compliance with
applicable regulatory and statutory requirements.
Coordinate the submission, tracking and follow‑up of vessel documentation to ensure that
operational and statutory deadlines are met.
Ensure that all required shipment documentation is reviewed and signed by the CEO/COO where
necessary.
Maintain accurate records of vessel and shipment documentation and follow up on outstanding
documents to prevent delays.

5. IT Inventory and Equipment Control

Maintain an accurate and up‑to‑date inventory of company IT equipment, ensuring proper allocation,
tracking and record‑keeping.
Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support
business operations.
Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic
licences, and ensure that payments are made on time.
Ensure sufficient software licences are available when required and coordinate licence additions,
renewals and cancellations as necessary.
Maintain records of IT assets and assist with the administration of company cellphone contracts and
purchases.

6. Sales Administration

Update and maintain sales pricing on a daily basis, ensuring that pricing information is accurate and
current.
Prepare and distribute monthly bag sales reports to relevant bag customers.
Update the SMD file on a monthly basis, ensuring that information is accurate and up to date.
Follow up with Sales Representatives to ensure weekly sales reports are submitted on time for
presentation every Friday.
Compile, maintain and distribute sales‑related information and reports as required by management.
Coordinate cellphone contract renewals and new cellphone purchases as required.

7. Fleet Management Administration