Office and Projects Administrator Reference 8501

The successful candidate will act as the central administrative hub of the business, ensuring efficient office operations while supporting project delivery, customer service excellence, and administrative compliance.

• Manage day-to-day office operations and administration.
• Maintain electronic and manual filing systems.
• Manage incoming correspondence, emails, and telephone enquiries.
• Prepare business documents, reports, and presentations.
• Coordinate office supplies and equipment maintenance.
• Schedule appointments and meetings.

• Coordinate calendars and meetings.
• Prepare meeting agendas and minutes.
• Track and follow up on action items.
• Assist with travel arrangements.
• Manage confidential information and documentation.

• Open and maintain project files and documentation.
• Track project milestones and deadlines.
• Coordinate communication between internal teams, clients, and suppliers.
• Schedule project meetings and maintain project registers.
• Assist with procurement activities and equipment delivery tracking.

• Coordinate and schedule training programmes.
• Manage delegate registrations and confirmations.
• Prepare training materials and attendance registers.
• Coordinate venues and online training logistics.
• Maintain training records and issue certificates.

• Prepare quotations and invoices.
• Follow up on quotations and outstanding documentation.
• Maintain accurate client records.
• Respond to client enquiries professionally and timeously.
• Support client relationship management activities.

• Obtain supplier quotations.
• Raise purchase orders and track deliveries.
• Maintain supplier databases.
• Monitor inventory and office requirements.
• Liaise with suppliers to ensure timely service delivery.

• Assist with invoicing and payment requests.
• Process supplier invoices and expense claims.
• Support debtor follow-ups.
• Maintain financial records and documentation.
• Prepare documentation for accountants and audits.

• Maintain policies, procedures, contracts, and operational records.
• Ensure accurate version control and document registers.
• Assist with compliance documentation and record management.
• Maintain company asset and administrative registers.

• Assist with proposal and tender submissions.
• Support preparation of company profiles and marketing materials.
• Assist with website and social media administration.
• Coordinate business communications and newsletters.

• Diploma or Certificate in Business Administration, Office Administration, Project Administration, or a related field.

• Minimum 3 to 5 years’ experience in an administrative role.
• Experience coordinating multiple activities and priorities simultaneously.
• Experience supporting projects, training administration, procurement, or financial administration will be advantageous.

Tagged as:
Accuracy, Administration, Administrator, Business Support, Calendar, Client Relations, Communication, Compliance, Coordination, Coordinator, CRM, Customer Service, Debtors, Documentation, Document Control, Excel, Executive Support, Filing, Finance, Financial Administration, Governance, Invoicing, Logistics, Meetings, Microsoft Office, Multitasking, Office, Office Management, Operations, Organisation, Outlook, Planning, PowerPoint, Procurement, Project, Project Administration, Projects, Proposal, Purchasing, Quotations, Records, Reporting, Scheduling, Sharepoint, Suppliers, Teams, Tender, Training, Training Administration