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    OFFCIE AMINISTRATION - Cape Town - HR Genie

    HR Genie
    HR Genie Cape Town

    2 days ago

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    Description

    OFFICE ADMINISTRATION & FACILITIES ASSISTANT

    Career Opportunity in Claremont/Newlands, Cape Town

    About the Role

    We are seeking a highly organized and service-oriented Office Administration and Facilities Assistant to support our expanding team in Cape Town.

    Main Job Purpose:

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

    Key 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

      Requirements

      • 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.
      • Valid drivers license and own transport preferable