OFFICE ADMINISTRATOR & FACILITIES ASSISTANT - Claremont/Newlands, Cape Town

SUMMARY:
OFFICE ADMINISTRATOR & FACILITIES ASSISTANT - Claremont/Newlands, Cape Town R18 000 - R25 000 TCT

POSITION INFO:

OFFICE ADMINISTRATOR & FACILITIES ASSISTANT – Claremont/Newlands, Cape Town

R18 000 – R25 000 TCTC Per Month Negotiable based on Qualification and Years of relevant experience

Our Client, a Global Investment Firm is seeking an Office Administration and Facilities Assistant to support their expanding team in Cape Town.

This role is essential to the efficient daily operations of the Company’s SA office, providing a high standard of administrative, facilities, and operational support. Reporting to the Office Manager, this individual will collaborate with multiple departments to help maintain business-as-usual (BAU) activities and ensure a well-organized, service-oriented work environment.

One would describe you as a highly organized, service-orientated, diligent and professional individual who has the ability to plan and manage workload with competing priorities effectively whilst ensuring the highest quality and productivity standards are consistently maintained and seen through to completion.

Main Job Purpose:

To assist the Office Manager in efficiently managing office activities, providing necessary administrative, logistical, and operational support.

Key Duties & Responsibilities

Reception

• Manage reception by receiving goods, deliveries, repairs, and welcoming visitors.
• Coordinate meeting arrangements, including booking meeting rooms, arranging telecoms, and organizing refreshments.
• Sending and receiving courier deliveries

Facilities and Office Management

• Assist in ensuring proper administration and logistical support mechanisms are in place and effectively managed.
• Support the Office Manager in overseeing day-to-day office facilities to ensure efficient operations and handle queries and tasks effectively.
• Assist in liaising with IT service partners for IT-related matters.
• Purchase and maintain general office supplies (e.g., stationery, paper, etc.), maintain inventory, and ensure stock availability.
• Maintain an office furniture and IT equipment inventory.
• Ensure pantry provisions (milk, tea, coffee, fruit, etc.) are always in stock and replenished as required.
• Assist in managing the onboarding and offboarding process for staff, which includes - office procedures, health and safety, building access, and parking arrangements.
• Manage the cleaning service. Check daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials.
• Assist in maintaining an organized office environment.

Travel Management

• Back up for travel bookings, both local & international travel, for the back-office team in accordance with required policy & processes using the Company’s dedicated online booking platform, ensuring smooth and cost-effective arrangements.
• Assist with arrangements for visits from overseas offices.

Administration

• Process supplier invoices within budget for approval through the Company’s online expense management system.
• Assist with the implementation of local procedures that are in place for the office.
• Participate and manage ad hoc projects from time to time.

Events

• Coordinate various internal events and celebrations.
• Assist the Office Manager with all the logistics to achieve a successful event. This includes catering, gifts, venue etc

Qualifications, Skills and Experience required

• Matric with relevant Certificate or Diploma will be advantageous
• 4+ years’ experience in an office administrative and / or facilities support related role
• Above experience gained within the financial services or investment or asset management or consulting or corporate service environment is advantageous!
• MS Office proficiency, Outlook, Excel, Word and PowerPoint.
• Resourceful in handling administrative challenges and able to troubleshoot minor office issues.
• Basic knowledge of office equipment
• Having excellent organisational skills having the ability to plan and manage workload with competing priorities
• Excellent verbal and written communication skills
• Valid drivers license and own transport preferable