Office Administrator (Cape Town)

SUMMARY:
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POSITION INFO:

Office Administrator

Location: Cape Town

Salary: Market Related
Salary is dependent on qualifications, skills, and level of experience.

About the Role

We are seeking a highly organised and proactive Office Administrator to provide administrative, analytical and operational support within a fast-paced business environment.

This role will support senior management with office coordination, reporting, project administration, communication management and general business support functions. The successful candidate will play an important role in ensuring the smooth and professional day-to-day operation of the business.

The ideal candidate will have strong organisational abilities, excellent communication skills, solid analytical capability and the ability to manage multiple priorities effectively.

Key Responsibilities Office Administration

• Coordinate daily office administrative activities
• Manage office supplies, stationery and consumables
• Maintain organised electronic and hard-copy filing systems
• Support workflow coordination and administrative processes
• Assist with implementation of office procedures and controls

Executive & Administrative Support

• Provide day-to-day support to senior management
• Manage calendars, meetings, appointments and travel arrangements
• Coordinate internal and external meetings
• Prepare presentations, reports, correspondence and business documentation
• Track action items and follow up on outstanding tasks
• Maintain confidential records and documentation

Reporting & Analytical Support

• Compile and analyse operational and business performance data
• Assist with KPI tracking and management reporting
• Prepare monthly, quarterly and annual reports
• Analyse trends, variances and performance metrics
• Conduct research and prepare business summaries and recommendations

Project Coordination & Business Support

• Support operational and strategic projects
• Track project timelines, deliverables and progress updates
• Coordinate meetings, workshops and project documentation
• Assist with process improvement initiatives
• Liaise with internal departments and external stakeholders

Marketing & Sales Support

• Assist with sales reporting and administration
• Support tender submissions and quotation administration
• Assist with marketing presentations and customer documentation
• Support exhibition and event coordination
• Assist with customer communication and follow-ups

Reception & Communication

• Coordinate incoming calls, correspondence and enquiries professionally
• Assist with visitor coordination and meeting room bookings
• Liaise with customers, suppliers and service providers
• Ensure professional communication standards are maintained

Document Control & Records Administration

• Maintain company records and document control systems
• Ensure accurate filing and version control of documents
• Support policy, procedure and template management
• Maintain confidentiality of sensitive information

Customer Service Support

• Provide backup support to customer service functions when required
• Assist with order processing, quotations and reporting
• Support backorder and customer administration activities

Compliance, Quality & Health & Safety

• Support Health & Safety administration and reporting
• Assist with audit preparation and regulatory documentation
• Support quality management and compliance processes
• Assist with B-BBEE, ISO, POPIA and regulatory administration

Minimum Requirements Qualifications

• Diploma or Degree in:
  • Business Administration
  • Management
  • Commerce
  • Marketing
  • Operations
  • or a related field

Experience

• Minimum 3–5 years’ experience in:
  • Office Administration
  • Executive Assistant
  • Office Management
  • Project Coordination
  • Business Support roles
• Experience supporting senior management
• Exposure to reporting and project coordination

Skills & Competencies

• Advanced Microsoft Office skills, especially:
  • Excel
  • Word
  • PowerPoint
  • Outlook
• Strong analytical and numerical ability
• Excellent organisational and multitasking skills
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to handle confidential information professionally
• Strong problem-solving and follow-up ability
• Ability to work independently and under pressure
• ERP or business reporting system experience advantageous

Employee Benefits

• 18 days annual leave
• 1 additional birthday leave day after successful completion of probation
• 50% contribution towards Discovery Health Medical Aid benchmark plan (Classic Saver)
• Mandatory pension fund contributions after successful completion of the 6-month probation period
• Annual company shutdown period during December / January

Employment Type

Full-Time | Office-Based