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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
Minimum Requirements
Availability
Performance Expectations
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.