Assistant Office Administrator

Role Overview

This position sits at the heart of a growing construction company’s daily operations. You will split your time between front-office reception, client follow-ups, and behind-the-scenes administrative support, ensuring that management, project teams, and external stakeholders stay aligned. The role is deliberately hands-on and varied: one hour you may be preparing an invoice, the next you could be coordinating a site meeting or chasing a supplier for an update.

Key Responsibilities

• Oversee front-office activities, greeting visitors and handling client enquiries in a professional, welcoming manner.
• Receive and action client requests, tracking each item through to resolution and keeping clients informed of progress.
• Manage diaries, schedule meetings and appointments, and organise correspondence for management and project staff.
• Maintain an orderly filing system for company records, contracts, and project documentation, ensuring quick retrieval when needed.
• Prepare and track quotations, invoices, and related documents, supporting the finance function with basic accounting tasks.
• Coordinate follow-ups with clients, suppliers, and service providers, escalating outstanding matters where necessary.
• Support the operational side of projects by handling administrative requirements such as documentation, approvals, and progress updates.
• Monitor everyday administrative workflows, identify bottlenecks or gaps, and take the initiative to resolve them independently.

Requirements & Qualifications

• Diploma or degree in Secretarial Studies, Business Administration, Office Administration, or a related field; a BCom with accounting modules is an added advantage.
• Prior experience as an Administrative Assistant, Personal Assistant, Office Administrator, or in a similar support role is preferred.
• Exposure to the construction industry is a strong plus, as is familiarity with project-related paperwork and site coordination.
• Strong verbal and written communication skills, with the ability to interact confidently with clients, suppliers, and internal staff.
• Excellent client service and relationship management abilities, especially when handling follow-ups and resolving concerns.
• Solid working knowledge of Microsoft Office, particularly Excel, for tracking data, invoices, and schedules.
• Basic accounting knowledge to assist with invoicing, payment tracking, and financial record keeping.
• A highly organised, multitasking approach with proven problem-solving skills and the capacity to work without constant supervision.