Office Administrator at BDO South Africa

Primary Purpose of the Job

To provide extensive support inclusive but not limited to admin, secretarial and functional support to the Managing Director, and to the GTG Regional Manager as needed. The individual will be responsible for the day-to-day operational running of the Office 

Main Duties and Responsibilities

Administrative

• Administrative assistant general duties
• Ordering of stationery for region
• Courier administration
• Archiving of Information
• Preparation of Credit Note and Write Off Requests
• Assist with Debtors administration & Receipts
• Responsible for pretty cash including monthly report and reconciliation to finance.
• Capturing and administration of client invoicing
• Assistance with following up on debtors
• Preparation of Credit Note and Write Off Requests
• CRM administrator
• Assistance with following up on renewals
• Filing of sales/RAs/TOE documentation
• Coordinating resolution of IT, telephone connectivity, printer issues etc.
• Technical meeting – minutes
• Ad-hoc projects
• Open job cards on BEE Trax and Portal
• Preparation of BDO BEE scorecard on BEETrax and compilation of records
• Certificate authenticity validations
• Coordinating collection of BEE certificates for clients where requested
• Maintain file movement register
• Administer the issuing, scanning, uploading, printing and delivery of certificates and reports.
• Assist with capturing information on relevant systems.
• Assisting with coordinating of functions/events/training, etc
• Distribution & administration of  Monkey Survey / customer survey questionnaire administration

Tenders

• Maintain certified copies of tender docs. i.e. accreditation,  CM29 etc. and other tender records.
• Preparation of RFQs including application forms, drafting docs and pricing packages ,  SBD docs, etc.
• Maintain CSD database information

Sales

• Source leads to potential client base and Market BDOVS services for B-BBEE to potential and existing client base.
• Support the MD/regional manager with input into the development of national marketing strategy and execution of tasks related to national marketing strategy.
• Marketing – cold calling for regions
• Assistance with sales admin and follow ups
• Preparation of Marketing packs/brochures, etc
• Establishes, develops and maintains business relationships with current customers and prospective customers in the assigned territory/market segment to generate new business for the organization’s products/services.
• Expedites the resolution of customer problems and complaints.
• Able to source leads and follow through to sale and engagement
• Able to work in a team environment to ensure optimal delivery of services
• Manage client relationship
• Source leads from BDO partners and departments

Requirements

Qualifications, Recognition of Prior Learning, Work Experience, and Knowledge

Qualifications/Recognition of Prior Learning equivalent

• National Diploma - Administration and Office Support or other relevant admin qualification

Work Experience

• 3-5 years’ experience as an Office Administrator

Requirements

• Drivers license and own vehicle 

Knowledge

• Proficient in the use of common computer applications and software such as programs within Microsoft Office (Excel, Word, PowerPoint, etc).
• Well-versed in data entry, report compilation, and answering virtual correspondence using different software applications. 

Competencies: Technical & Behavioural

Technical Competencies

• MS office (particularly Excel and Word)
• Database Management
• Record keeping
• Excellent written and verbal communication skills
• Ability to prioritise and work under pressure
• Problem solving and analytical thinking skills
• Highly organised, detail oriented and able to multitask
• A team player with well-developed interpersonal skills

Behavioural Competencies

• Relationships and Collaboration
• Exceptional Client Service
• Engaging people