Office Administrator Port Elizabeth

SUMMARY:
OFFICE ADMINISTRATOR - SATELLITE - PORT ELIZABETH

POSITION INFO:
JOB TITLE – OFFICE ADMINISTRATOR (PORT ELIZABETH)
Division – Banking
 
MAIN PURPOSE OF THE JOB
Support the delivery of a consistently excellent customer experience acting as the first point of client contact at the provincial office.
In addition, responsible for the daily handling and reconciliation of petty cash and financial and general administrative duties to support the Provincial Head and other staff in accordance with established procedures, guidelines and schedules.
Daily activities within the Satellite Office include reception, switchboard,and asset management reception, switchboard, record management,internal meetings scheduling, minutes taking, office budget inputing & monitoring, support Relationship Managers with account management administrative tasks, client appointment  & meetinings scheduling , asset management. Office stakeholder events co-ordination and using internal systems such as Onbase, creating BP numbers and contracts on SAP.
 
Office administration and secretarial duties

• Maintain office filing and storage systems and keep filing / document management system up to date.
• Create list of documents to be destroyed as part of the annual document clean-up process.
• Monitor and order office supplies such as stationery & refreshments etc.
• Maintain supplier vendor list.
• Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
• Perform errands that assist daily functions e.g. post office and banking.
• May be required to perform additional secretarial duties.

• Coordinate and manage schedule, including meetings, appointments, and travel arrangements.
• Arranged necessary requirements for meetings or events occuring at Satellite office.

• Check the intranet and update CRM in support of leads management for the Satellite Office.
• Scan client loan and grant application supporting documents.
• Save supporting documents on Onbase for relevant client file.

• Meet and greet clients, ensuring that clients are directed to the appropriate individual.
• Answer telephones, direct calls, take messages and return calls as appropriate.
• Responsible for directing of general queries to the appropriate individual.

• Coordinate events with internal and external stakeholders where required and scheduling events ensuring they align with both internal and external stakeholders.
• Serving as the primary point of contact for all external stakeholders.
• Sending invitations, confirmations, and follow-up communications to participants.

• Champion governance and compliance by ensuring reporting documentation is done correctly.
• Ensuring that all governance-related documents are properly maintained and accessible.

• Asset Control and Purchase
• Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
• Periodically conduct stock take and update records to ensure balancing

• Relevant office or business administration certification or Relevant diploma
• Experience in administration in a similar position - 2 years

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