Administrative Assistant

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Administrative Assistant | Whizzoh | DSA Pty Ltd.
Location: Johannesburg
Job Type: Full-Time

Role Summary

We are looking for a proactive, detail-oriented, and efficient Administrative Assistant to join our team. This role is pivotal in ensuring smooth communication between the Admin team, clients, and service providers, maintaining high client satisfaction, and improving operational efficiency. You will be responsible for monitoring job requests, ensuring service providers adhere to schedules, tracking job progress, addressing issues, and ensuring jobs are completed to satisfaction.

Key Responsibilities

• Scheduling & Timeliness:
  • Assist in scheduling installations and follow-ups, ensuring timelines are met and delays are minimized.
  • Proactively follow up with service providers in case of delays and keep clients informed.
• Quality Control & Problem Resolution:
  • Monitor completed jobs for customer feedback and address complaints promptly.
  • Resolve issues related to incomplete installations or incorrect assembly.
  • Gather and integrate client feedback for service improvement.
• Documentation & Reporting:
  • Maintain accurate records of client interactions, orders, and installations on the Whizzoh system.
  • Track issues reported by clients and ensure resolution according to dedicated schedules.
• Client & Vendor Management:
  • Communicate regularly with clients regarding their orders and installations.
  • Respond promptly to inquiries, providing updates and resolving concerns efficiently.
  • Ensure service providers schedule and confirm appointments with customers, ensuring clear communication of all details.

Qualifications

• Minimum: Grade 12 or equivalent (NQF Level 4).
• Preferred: Administrative certificate or related qualification.

Experience

• Proven experience in an administrative role, particularly in client services or installation support.
• Previous experience with CRM tools is advantageous.

Skills & Knowledge

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent written and verbal communication skills in English.
• Strong organizational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Customer-focused with the ability to identify client needs and provide solutions.
• Strong interpersonal skills for building relationships with clients and service providers.
• Ability to adapt to a fast-paced environment and manage changing priorities effectively.

Key Competencies

• Examining Information: Analyzes information effectively when solving problems.
• Documenting Facts: Communicates well in writing, ensuring relevant facts are considered.
• Interpreting Data: Effective at working with numerical data and using technology to evaluate problems.
• Checking Things: Thorough, detail-oriented, and committed to delivering high-quality work.
• Upholding Standards: Maintains high standards and ensures commitments are honored.
• Providing Insights: Quickly identifies core issues and suggests improvements.
• Establishing Rapport: Easily builds rapport and makes a positive first impression.
• Articulating Information: Confident and effective when explaining things.
• Producing Output: Works fast and efficiently, coping well with multi-tasking.
• Meeting Timescales: Conscientious about meeting deadlines and highly punctual.

Click here to apply

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