Admin Assistant

About the role
High-level summary of the role including an overview of the jobs main purpose, who the job holder will report to, and how the job contributes to the organizations success. In larger firms, some information about the department the role sits within would be helpful.

Responsibilities:

• Manage office operations and maintain an organised working environment.
• Ensure office supplies, stationery, and equipment are available when needed.
• Maintain filing systems, both electronic and hard copy.
• Keep records accurate and up to date.

Communication

• Answer telephone calls and respond to emails.
• Handle incoming and outgoing correspondence.
• Communicate with clients, suppliers, and employees in a professional manner.
• Take messages and ensure they are passed on to the correct person.

Document Control

• Prepare, type, format, and distribute documents, reports, letters, and presentations.
• File important company documents and maintain confidentiality.
• Capture and update data on company systems.
• Ensure documents are stored correctly and easy to retrieve.

Scheduling and Coordination

• Arrange meetings, appointments, and travel bookings.
• Prepare meeting agendas and take minutes when required.
• Coordinate calendars for managers or supervisors.
• Assist with organising company events, training, and workshops.

Financial Administration

• Process invoices, purchase orders, and quotations.
• Assist with basic bookkeeping and petty cash management.
• Follow up on outstanding payments and maintain payment records.
• Prepare expense reports and assist with budgeting.

Human Resources Support

• Assist with employee records and leave forms.
• Help with onboarding of new employees.
• Maintain attendance registers and timesheets.
• Support recruitment processes by scheduling interviews and preparing documents.

Compliance and Reporting

• Ensure company policies and procedures are followed.
• Maintain health and safety records where applicable.
• Prepare weekly or monthly administrative reports.
• Ensure compliance with company standards and legal requirements.

Minimum Requirements

• South African Unemployed youth between the ages of 18 and 34.
• Must not have participated on the YES programme before.
• Matric.
• Qualification in Administration or Related.

Please consider your application unsuccessful when you have not heard from the Signa Opportunity team within two weeks of submitting your application.