Pakama Sithole
Office Administrator
Willowbrook
Summary
A highly organized and detail-oriented professional with over 15 years' experience as an administrator. Proven ability to handle multiple tasks efficiently and effectively, while maintaining excellent communication and interpersonal skills. Seeking a challenging role to leverage my skills, passion to work with people and implement efficient processes to enhance productivity and drive business growth. Seeking to build a professional career by working with motivated and dedicated people in a very competitive and structured organizational environment.
Self-motivated office executive administrator brings proven leadership, organizational and customer relations skills. Independently solves problems and keeps teams on task to handle diverse business requirements. History retaining clients and talented staff.
Overview
17
17
years of professional experience
6040
6040
years of post-secondary education
2
2
Certificates
2
2
Languages
Work History
Customer Success Administrator
The Career Mill
Cape Town
03.2025 - 04.2025
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Maintained personnel records and updated internal databases to support document management.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
Office Administrator
FBK Group
Johannesburg
03.2024 - 09.2024
- Creating a yearly payroll report on Sage.
- Salary payroll report vs Pay slips reconciliation.
- Bank statement capturing on Sage.
- Converting bank statements from PDF to Excel for all banks.
- Analyzing and correcting bank statements after conversion.
- Also capturing and sorting invoices according to months, dates, years and bank accounts.
- Creating an invoicing system to improve locating source documents.
- Creating a database and filing system for employee documents, client files and other company source documents.
- Advertising our services to clients by creating an online presence via various social media platforms and responding to potential clients on those platforms.
- Managing FBK properties and taking part in agent activities.
- Increased customer satisfaction through professional handling of inquiries and prompt resolution of issues.
- Maximized office space utilization by maintaining a clean, organized work environment that encouraged productivity and efficiency.
- Demonstrated exceptional multitasking abilities while juggling diverse responsibilities, including reception duties and ad-hoc administrative tasks.
- Improved workplace efficiency with the regular maintenance of office equipment and proactive troubleshooting of technical issues.
- Managed executive travel arrangements, optimizing itineraries for cost-effectiveness and time management.
- Improved office efficiency by streamlining filing systems, ensuring documents were easily accessible.
- Identified and communicated customer needs to supply chain capacity and quality teams.
- Improved staffing during busy periods by creating employee schedules and monitoring call-outs.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained electronic and paper filing systems for easy retrieval of information.
- Reconciled account files and produced monthly reports.
- Tracked office supplies and restocked low items to keep team members on-task and productive.
- Contributed to a positive work environment by fostering strong working relationships among colleagues.
- Reduced administrative errors by diligently proofreading office documents and maintaining accurate records.
- Facilitated smooth operations by maintaining updated inventory records, anticipating supply needs, and placing timely orders for essential materials.
- Safeguarded company information by maintaining strict confidentiality protocols and ensuring secure document storage practices.
- Enhanced customer service by developing feedback system that addressed client concerns promptly.
- Streamlined inter-departmental communication with introduction of centralized online platform.
- Oversaw inventory management, ensuring office supplies were adequately stocked without over ordering.
- Maintained confidentiality of sensitive information, adhering to strict data protection policies.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Assisted in organizing and overseeing assignments to drive operational excellence.
Personal Assistant
Rakoma Properties
Johannesburg
01.2021 - 06.2021
- Booking the director's diaries and organizing meetings and appointments.
- Booking and arranging travels, transport and accommodations.
- Attend to the switchboards.
- Take tenants for viewing if needed.
- Take and write minutes after meeting.
- Sourcing and ordering stationery and office equipment from suppliers.
- Driving the director's children to and from school and extra mural activities.
- Notifying stakeholders about meetings and distributing the memo before meetings.
- Keeping track of office supplies.
- Greeting and welcoming clients.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Monitored expenses closely, maintaining an organized filing system for easy access to financial records.
- Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
- Improved time management of the executive through effective prioritization and organization of tasks.
- Used discretion when handling confidential information.
- Supported executive in achieving goals by proactively anticipating needs and addressing concerns promptly.
- Increased efficiency with organization of travel itineraries, ensuring seamless business trips.
- Bolstered executive decision-making, conducted preliminary research on potential business ventures.
- Enhanced client satisfaction, meticulously arranged client meetings and followed up on action items.
- Improved organizational culture, initiated wellness program that promoted work-life balance.
- Handled incoming mail, bills and invoices and completed appropriate actions.
- Identified needs and coordinated plans for travel and out-of-town functions.
- Completed household tasks by assisting with laundry, light housekeeping and grocery shopping.
Administrator
Xoliswa Tini Properties
East London
03.2019 - 05.2020
- Collect and update staff list, branch offices, and contact details regularly.
- Intern/Agent Support with property listing, Lightstone Propdata system.
- Open and maintain control of client's file.
- Compile and capture walk-ins and calls internal leads.
- Compile and capture a database of all property listing.
- Order and file all marketing material/collateral for interns/agents for all branches.
- Print and keep copies of all the sales transactions templates/documents for interns/agents.
- Print and keep copies of NQF qualifications and internship applications forms.
- Ensure weekly reports from all branches are submitted continuously.
- Maintain and ensure regular communication to and from all branches.
- Courier/transport. Book courier and arrange transport when necessary.
- Keep a file of paperwork to ensure accounts have records of allocated courier requests.
- Provide office suppliers (stationery and kitchen suppliers) for staff and maintain adequate stocks, task include ordering new suppliers, and obtaining the best prices for XTP.
- Providing administrative and general support to the Operations Manager in ensuring compliance with Health and Safety Regulations.
- Induct new staff and volunteers in-office procedures, Fire safety, and Safety and Health.
- Process sales transactions form of the sales teams including opening files and performing quality checks on outstanding FICA documents etc.
- Provide logistical support to meetings held at the main office including preparing of meeting and training rooms and assist in arrangement for catering where required and necessary.
- Send notices to announce and request meetings.
- Issue personal information from all new interns and hand to Operations/Branch Manager after completed open HR file for new intern with personal information form.
- Keep forms, update the sick leave register for all staff, and submit them to the finance manager for record keeping.
- Collect all intern applications and files, including responding to emails issued to East London offices.
- Co-ordinate and notify all branches of events.
- Handling internal and external communication or management team.
- Managing clerical or any other administrative staff.
- Organizing meetings for management.
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Maintained personnel records and updated internal databases to support document management.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
- Improved employee productivity with effective time management strategies for daily tasks.
- Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
- Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
- Maintained accurate documentation of company policies and procedures for easy reference by all employees.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
- Served as a liaison between departments, fostering open communication channels that improved overall organizational function.
- Coordinated company events and meetings to foster teamwork and boost employee morale.
- Enhanced internal communication by creating a centralized information hub accessible to all staff members.
- Led transition to paperless office, reducing operational costs and environmental impact.
- Developed comprehensive filing system that significantly improved document retrieval times.
- Developed and maintained up-to-date database of contacts, facilitating quick and efficient communication.
- Facilitated communication between departments, ensuring smooth operation and timely completion of projects.
- Enhanced employee onboarding process, improving new hire satisfaction and reducing time to productivity.
- Streamlined office operations by implementing new filing system, significantly reducing retrieval times.
- Evaluated customer needs and feedback to drive product and service improvements.
Owner
P&S Driving School
Northam
03.2008 - 11.2018
- Managed day-to-day business operations.
- Developed and maintained strong relationships with clients, resulting in repeat business and referrals.
- Oversaw daily operations, ensuring all tasks were completed accurately and efficiently by team members.
- Negotiated contracts with suppliers for better pricing and terms, reducing overall costs for the business.
- Managed financial aspects of the business, including budgeting, financial reporting, and tax preparation.
- Consulted with customers to assess needs and propose optimal solutions.
- Trained and motivated employees to perform daily business functions.
- Increased customer satisfaction by implementing efficient business processes and providing exceptional service.
- Evaluated industry competition regularly to maintain a competitive advantage in the marketplace.
- Mentored staff members on best practices in customer service and sales techniques, leading to increased performance levels.
- Successfully navigated challenging economic conditions by making informed decisions that protected the business''s financial stability.
- Hired trained, and managed a high-performing team of employees dedicated to achieving company goals.
- Monitored market conditions to set accurate product pricing and take advantage of emerging trends.
- Enhanced operational efficiency and productivity by managing budgets, accounts, and costs.
- Established a positive workplace culture that fostered employee engagement, collaboration, and loyalty.
- Implemented marketing strategies to increase brand awareness and attract new customers.
- Streamlined operations to improve efficiency, enabling more time to be spent on strategic planning and decision making.
- Established foundational processes for business operations.
- Expanded product offerings by researching market trends and identifying potential growth opportunities.
- Organized and attended trade shows and special events to showcase products, network with other businesses and attract new customers.
- Ensured regulatory compliance by staying abreast of industry-related changes and implementing necessary policies or procedures as needed.
- Achieved financial growth with strategic planning, cost control measures, and targeted marketing efforts.
- Generated revenues yearly and effectively capitalized on industry growth.
- Optimized supply chain operations, negotiating with suppliers to ensure timely delivery of high-quality product
- Fostered strong relationships with clients to boost retention rates, conducting regular feedback sessions.
- Optimized supply chain operations, negotiating with suppliers to ensure timely delivery of high-quality products.
- Led negotiations for major contracts, securing favorable terms that significantly reduced costs.
- Developed and implemented strategic plans for revenue growth, focusing on diversification and market expansion.
- Enhanced company's market position by identifying and pursuing new business opportunities.
- Tracked employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits.
- Monitored daily cash discrepancies, inventory shrinkage and drive-off.
- Assisted in recruiting, hiring and training of team members.
- Updated and resolved incidents and managed accessorial charges objectively while maximizing profit.
- Negotiated price and service with customers and vendors to decrease expenses and increase profit.
- Cultivated and strengthened lasting client relationships using strong issue resolution and dynamic communication skills.
- Interacted well with customers to build connections and nurture relationships.
- Managed purchasing, sales, marketing and customer account operations efficiently.
- Handled problematic customers and clients to assist lower-level employees and maintain excellent customer service.
- Reduced financial inconsistencies while assessing and verifying billing invoices and expense reports.
- Trained and guided team members to maintain high productivity and performance metrics.
- Observed each employee's individual strengths and initiated mentoring program to improve areas of weakness.
- Scheduled employees for shifts, taking into account customer traffic and employee strengths.
- Recruited, hired, and trained initial personnel, working to establish key internal functions and outline scope of positions for new organization.
- Managed daily operations for a successful small business, ensuring efficient processes and quality services.
- Advertised products and services online, social media and through traditional campaigns to target ideal consumers.
- Promoted business via social media to generate leads and maximize brand identity.
- Enhanced company reputation by consistently delivering exceptional service quality to customers.
Education
Bachelor of Arts - Health Sciences and Social Services
University of South Africa
Johannesburg, South Africa10.2023
Higher Certificate - Health Sciences and Social Services
University of South Africa
Johannesburg , South Africa10.2014
Matric Certificate - Commerce
Khulani Commercial High School
East London, South Africa12.2000
Skills
Client support expertise
Detail-oriented approach
Data entry proficiency
Effective multitasking
Collaborative teamwork
Document organization
Prioritization and scheduling
Familiarity with accounting practices
Meeting and event coordination
Proficient in prioritizing tasks
Proactive problem-solving
Analytical decision making
Proficient in computer applications
Problem-solving skills
Coordinate filing system organization
Customer service
Administrative support
Problem-solving
Time management
Attention to detail
Staff management
Recordkeeping and file management
Office management
Decision-making
Mail handling
Document control
Team collaboration
Business administration
Data confidentiality
Supplies ordering
Employee supervision
Data analysis
Project coordination
Scheduling
Events coordination
Work Planning and Prioritization
Presentation creation
Deadline adherence
Continuous improvement
Travel coordination
Goal setting
Relationship development
Strategic planning
Flexible schedule
Bookkeeping
Performance improvement
Operations management
Personable and approachable
Business development
Data entry
Client communication
Verbal and written communication
Payroll administration
Conflict resolution
Calendar management
Filing system organization
Orientation and training
Leadership
Office administration
MS office
Honest and ethical
Certification
Certificate: Operating as Mental Health Support Worker, Alison, 02/24
Timeline
Customer Success Administrator
The Career Mill
03.2025 - 04.2025
Office Administrator
FBK Group
03.2024 - 09.2024
Personal Assistant
Rakoma Properties
01.2021 - 06.2021
Administrator
Xoliswa Tini Properties
03.2019 - 05.2020
Owner
P&S Driving School
03.2008 - 11.2018
Bachelor of Arts - Health Sciences and Social Services
University of South Africa
Higher Certificate - Health Sciences and Social Services
University of South Africa
Matric Certificate - Commerce
Khulani Commercial High School
Languages
English
isiXhosa
Skills Competences
- Customer service skills
- Attention to detail
- Data entry and clerical skills
- Multitasking and ability to work in a team
- Records management
- Time management
- Knowledge of accounting principles and practices
- Ability to arrange meetings and events
- Prioritization abilities and takes initiative
- Decision making
- Computer literacy
- Critical thinking
- Manage database and filing systems
Personal Information
- Gender: Female
- Nationality: South African
- Driving License: Code 10