SUMMARY:
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POSITION INFO:
Are you a proactive, energetic professional who thrives in a dynamic environment? Do you have a passion for providing superior customer service and ensuring smooth office operations? If so, I have the perfect opportunity for you!
If you are ready to take on a challenging yet rewarding role where no two days are the same, apply today and become a vital part of this team! Please apply directly here or email your CV to for review. Please note that you will also need to have a driver's license and your own car to qualify for this position.
Reporting To: Financial Director
Supervising: 2 Staff Members (Cleaner and Gardener)
Key Responsibilities:
1. Front of Office / Reception
- Be the welcoming face of our company! Provide a positive, professional, and efficient greeting to all visitors and callers, ensuring an exceptional first impression.
- Manage the switchboard with a “smile in your voice,” directing calls accurately and efficiently.
- Maintain a neat and tidy reception area, ensuring it reflects our brand values at all times.
- Organize and oversee the reception/switchboard roster, ensuring coverage during breaks and leave periods.
2. Office Coordination and Administrative Management
- Support the Managing Director and Chairman with administrative tasks, including diary management and travel arrangements.
- Assist with typing, meeting minutes, and ad hoc work for the management team.
- Keep the company’s internal communication channels updated and engaging.
- Coordinate meeting room bookings, and ensure refreshments are in place for meetings.
- Supervise office cleaning and maintenance, including the daily oversight of the cleaner and gardener.
- Act as the Employee Representative on the HSE Committee and maintain the HSE system.
3. Properties/Facilities Management
- Handle all maintenance needs and tenant queries related to company properties.
- Coordinate with 3rd party providers for property maintenance and services.
- Plan and manage any changes in the company’s facilities in conjunction with management.
4. IT & Switchboard Support
- Liaise with IT and switchboard service providers to resolve issues and implement changes.
5. Post Management
- Manage incoming and outgoing mail, ensuring all correspondence is handled efficiently.
6. Stationery and General Supplies Purchasing
- Ensure all office supplies are stocked and maintained, liaise with suppliers for any office needs.
7. Accounts Duties
- Assist with basic finance administration tasks, including invoice filing, purchase orders, and managing contracts.
8. Travel Coordination
- Arrange local and international travel for managers, staff, and visitors, ensuring cost-effective and efficient arrangements.
9. Catering
- Organize refreshments for meetings and assist with planning company functions and events.
10. Key and Remote Management
- Manage the distribution and maintenance of keys and gate remotes for staff.
11. General Administrative Tasks
- Provide comprehensive administrative support to the Financial Director and Managing Director, including ad hoc tasks and projects as required.
Educational Requirements:
- Matric (essential)
- Business Administration or Project Management qualification (preferable)
Experience Required:
- 5 years of experience in front-of-office, office administration, and supervision of staff.
- Basic finance administration experience.
Skills & Competencies:
- Strong written and verbal communication skills with proficiency in English.
- Exceptional organizational, planning, and coordinating skills.
- Computer literacy (MS Office, Pastel, ERP systems).
- Excellent attention to detail, numerical ability, and problem-solving skills.
- Energetic, positive team player with strong customer service orientation.
- Proactive, self-motivated, and able to manage time effectively.
- Driver’s license (Code 08) and own transport.
Location: Montague Gardens, Cape Town
On-the-Job Training: One month
