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Office Administrator

New vacancy - open to all applications

Overview of role

Responsible for providing secretarial, clerical and administrative support in order to ensure that municipal services are provided in an effective and efficient manner.

Job description

Receptionist & Telephonist

  • Welcome clients in office and promptly direct them to the appropriate staff
  • Answer internal and external calls and forward calls to the correct person
  • Urgently and correctly forward by email to the absent/unavailable staff any received telephone or fax messages
  • Transfer requested call to staff upon request

Circulation of documents

  • Open and date stamp all general correspondence
  • Maintain a general filing system and file all correspondence
  • Record all letters dispatch by hand for collection by concerned parties
  • Ensure that all employees properly record in the log book their letters for outsourced courier mail delivery service
  • Proceed with DHL/ Other Courier service as and when required
  • Promptly dispatch by hand urgent letters as and when required
  • Circulate documents internally and within building as and when required

Administrative Duties

  • Book boardrooms for meetings upon requests from employees
  • Ensure that boardrooms are clean and properly set up for meetings
  • Send mail to IPRO Group staff to inform about employees on leave
  • Order stationery and office refreshments/ toiletry for the office.
  • Binding of board packs and presentations
  • Liaise with the landlord for any repairs that needs to be done in the office

PA to Managing Director

  • Act as point of contact between Managing Director and Clients
  • Manage diary and schedule meetings for the Managing Director
  • Make travel arrangements

Requirements, Education and Experience

  • Diploma/ Bachelor’s Degree from a reputable University
  • Minimum 2 years' exeperience required
  • Proven work experience as Personal Assistant/ Receptionist
  • Should have worked in the financial service industry
  • Knowledge of MS Office




Plot 111
Ground Floor-North Wing
Millenium Office Park
Gaborone International Finance Park

Postal address:
Private Bag BR 198

Contact information

Tel: +267 391 3996