Office Administration, Office Operations, Microsoft Office, Skilled Multi-tasker, Oral Communication, Communication, Microsoft Outlook, Microsoft Excel, Microsoft PowerPoint, Operations
Job description
About Us:
Xpitec is an electronic design company engaged in the design, development, production, integration, testing and support of electronic systems and products. We pride ourselves in combining electronic design and software development expertise with our Product Life Cycle focus, enabling a cradle to grave approach to any problem we solve.
About The Job:
Xpitec has a vacancy for an Office Administrator with an "Impossible is Nothing" approach. In this role you will be responsible for various office and financial administration tasks, configuration and supply chain activities that support the business to run smoothly.
Key Responsibilities:
- General Office Administration
- General reception functions.
- Post collection, company deliveries and supplier collections (limited to 50km radius).
- Organisation of functions and events within the company.
- Purchase and control of stationery and office related items.
- Telephone and e-mail enquiry management.
- Shared e-mail mailbox management.
- Preparation and sending of e-mails.
- Responsible for ensuring facilities maintenance of the office space is performed timeously.
- Asset register control.
- Digital Signage updates and content creation.
- Execution of ad hoc administrative activities for the management of the company.
- Processing of day to day transactions support.
- Financial documentation management and control.
- Debtors and Creditors control and follow-up.
- Supporting Value Added Tax (VAT) procedures.
- Supporting month-end and year-end procedures.
- Transaction processing on Sage One.
- Petty cash card transaction management.
- Preparation of intercompany transaction supporting documents.
- Handling of telephone enquiries relating to financial matters as far as possible.
- Support the management of the electronic configuration control system.
- Data Recording.
- Control of delivery of data.
- Perform regular audits and follow up on outstanding issues.
- Management and control of paper filing system.
- Draw up documentation (templates, MS Visio sketches, etc.) as and when required.
- Change Control Management.
- Perform procurement of office related items.
- Procurement process support (RFQ and PO processes, follow up, Goods receipt or collection, documentation control).
- Stock control support.
- Supervision, leave and job performance management of office Cleaner.
- Manage own time and task schedule.
- Issue and collection of keys & travel log books assigned to each vehicle.
- Handling of any vehicle maintenance, refueling and repairs.
- Reconciling log sheets at month end.
- Training and self-development of functions related to the role.
- Investigate and suggest improvements for company processes.
Minimum
Secretarial certificate.
Preferable
Secretarial diploma.
Microsoft Office training certificate.
Experience Requirements:
Minimum
General Secretary (2 years).
Microsoft Office Software Suite proficient.
Preferable
Office administration (3 years).
Experience as a financial clerk (1 year).
Understanding of electronic components.
Expert Microsoft Office proficiency, including Microsoft Visio.
Procurement process experience.
Skills and Qualities Requirements:
- English and Afrikaans read, write and speak capably.
- Impossible is Nothing approach.
- Excellent organising skills.
- Highly motivated person with a solutions thinking mindset.
- Individually driven and motivated.
- Good interpersonal skills.
- Ethical, reliable and responsible conduct.
- Enthusiastic and willing to learn.
- The ability to work as part of a team towards a greater goal.
- Dedicated, neat, precise and a drive to complete tasks.
- Sense of responsibility and urgency.
- Be able to perform well under pressure if required.
