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Office Administrator

Durbanville, Western Cape
POSITION: Office Administrator
LOCATION: Durbanville

Job Purpose
The Office Administrator is responsible for ensuring the efficient day-to-day operation of the office by providing administrative support, managing office resources, overseeing cleaning staff, and maintaining a professional, organized, and welcoming work environment. The successful candidate will be proactive, highly organized, detail-oriented, and able to respond to business needs at short notice.

Key Responsibilities
Office Administration
  • Manage the daily administrative functions of the office.
  • Maintain accurate filing systems, both electronic and hard copy.
  • Prepare reports, correspondence, presentations, and other business documents.
  • Answer and direct telephone calls and respond to emails professionally.
  • Schedule meetings, prepare meeting rooms, and coordinate refreshments where required.
  • Maintain office records and ensure documentation is up to date.
  • Assist management with ad hoc administrative duties and special projects.
  • Office Supplies Management
  • Monitor stock levels of stationery, office consumables, and kitchen supplies.
  • Order office supplies and maintain appropriate inventory levels.
  • Source quotations from suppliers when required.
  • Receive, check, and distribute deliveries.
  • Maintain accurate inventory records and control office supply expenditure.
  • Facilities and Cleaner Management
  • Supervise and coordinate the daily activities of office cleaners.
  • Ensure offices, kitchens, boardrooms, bathrooms, and common areas are maintained to a high standard of cleanliness.
  • Conduct regular inspections to ensure cleaning standards are met.
  • Report maintenance issues and coordinate repairs with service providers.
  • Ensure office facilities remain safe, clean, and presentable at all times.
  • General Office Support
  • Welcome visitors and provide a professional first point of contact.
  • Coordinate courier services and incoming/outgoing mail.
  • Assist with company events and staff functions.
  • Maintain confidentiality of company information.
  • Support management with additional duties as required.

Minimum Requirements
  • Grade 12 (Matric).
  • Diploma or Certificate in Office Administration, Business Administration, or a related field will be advantageous.
  • Minimum of 3 years' experience in an Office Administration role.
  • Proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
  • Excellent verbal and written communication skills.
  • Valid driver's license will be advantageous.
  • Skills and Competencies
  • Exceptional attention to detail.
  • Strong organizational and time management skills.
  • Ability to multitask and prioritize work effectively.
  • Professional presentation and excellent interpersonal skills.
  • Warm, friendly, and approachable personality with a customer-service mindset.
  • Ability to work independently and as part of a team.
  • High level of integrity and confidentiality.
  • Strong problem-solving abilities.
  • Ability to remain calm under pressure.
  • Reliable, dependable, and proactive.

Availability
  • The successful candidate must be flexible and willing to be available at short notice to meet operational requirements when necessary.

Performance Expectations
  • Maintain an organised and efficient office environment.
  • Ensure office supplies are consistently available and well managed.
  • Maintain high standards of cleanliness through effective supervision of cleaning staff.
  • Deliver accurate and timely administrative support.
  • Build positive working relationships with employees, visitors, suppliers, and service providers.
  • Demonstrate professionalism, initiative, and a commitment to excellent service at all times.