About the position
Introduction
MANCOSA, a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available: Office Administrator
Duties & Responsibilities
CORE PURPOSE
CORE FUNCTIONS INCLUDE:
Participate in Office Administration functions:
• Communication: Professional etiquette - ensuring that all communication is clear, professional for all stakeholders.
• Professionally welcome and host all guests who arrive at the learning centre
• Assist with administrative tasks assigned by regional manager and/or Director.
• Assist with office administrative tasks assigned by the operations manager or operations team lead.
• Attend institutional training workshops.
• Provide pastoral care to students (walk-in, telephonic and email assistance)
• Manage office water, paper, groceries and miscellaneous
• Monthly activity roster: Recruitment & all other departments.
• Manage daily office operations and front-desk administration
• Handle correspondence (emails, letters, calls)
• Maintain filing systems (physical and electronic) for student and staff records
• Prepare reports, letters, notices, and meeting minutes
• Manage stationery, printing, and office supplies
Staff & HR Support
• Assist with staff onboarding and exit processes
• Maintain staff attendance, leave records, and documentation
• Coordinate training schedules and staff meetings
• Training registers (Induction, product training, skills development - update & keep records)
• Support HR with compliance documentation and audits
Financial & Procurement Support
• Assist with invoicing, petty cash, and expense tracking
• Process purchase orders and liaise with suppliers
• Support budgeting and basic financial record-keeping
• Track payments related to institution services and activities
Compliance & Governance
• Ensure records align with education department and regulatory requirements
• Support audit preparation and compliance reporting
• Maintain policy documentation and administrative controls
Facilities & Operations Support
• Log and follow up on maintenance requests
• Coordinate with facilities, cleaning, and security service providers
• Support health and safety administration and incident reporting.
Participate in the Events process functions:
• Comply with the events procedure set out by management.
• Preparation for and administration of events in the region
• Respond to email queries within the required timeframe (24 hours)
• Assist management with any events related queries.
Desired Experience & Qualification
QUALIFICATIONS
Essential Qualification: Grade 12
Preferred Qualification: Bachelor's Degree
EXPERIENCE
• At least 1-2 year's work experience within an office
SKILLS AND COMPETENCIES
• Computer Literate (Microsoft Office, Excel, Word, Power Point, Access, Internet, and Email)
• Integrity
• Must be able to make sound judgement under pressure.
• Minute taking experience.
• Deadline driven.
• Strong interpersonal skills
• Proven track record and the ability to prioritize tasks.
• Numerical ability
• Reporting skills
• Prioritization and time management
• Possess a high level of ethics and confidentiality.
GENERAL
• Must be able to work during workshops and overtime when necessary.
• Assist with any events or functions.
• Assist with reception when needed.
