Office Administrator

POSITION TITLE	Office Administrator	Date Revised: February 2025
FUNCTION	The Office Administrator is responsible for a variety of general office administration and provides administrative support to staff and management.
WORKING DAYS/HOURS	Monday to Friday 08h00 to 17h00 will be the core working hours. There may be a requirement to work hours outside of the core time and will be based on operational requirements.
WORKING CONDITIONS	The role is primarily office-based but may require limited local travel for the fulfilment of the role requirements i.e., catering support and facility management task(s)
PERSONAL COMPETENCIES	·        High degree of professional communication skills both verbal and written communication   ·        Strong interpersonal skills ·        Capable of working under pressure and meeting deadlines ·        Strong attention to detail and accuracy ·        Ability to manage multiple tasks systematically while prioritizing effectively ·        Able to work both independently and collaboratively in a team environment ·        Strong organizational skills ·        Ability to identify gaps, analyze problems, and find effective solutions to challenges ·        Ability to adapt to changing priorities and to remain flexible in approach to various tasks ·        Takes initiative to independently resolve issues when appropriate
OTHER REQUIREMENTS	·        Own transport ·        Must be prepared to work occasional overtime
QUALIFICATIONS NECESSARY	·        Matric (Grade 12) ·        Tertiary qualification in Administration (or relevant work experience) ·        Proven competency in the Microsoft Office 365 environment ·        Basic knowledge and understanding of business environment IT
SKILL/EXPERIENCE NECESSARY	·       Minimum 5 years office administration experience
ON-THE-JOB TRAINING	·        In house systems and procedures ·        Outsourced training as appropriate
DOCUMENTATION REQUIRED	·        CV ·        Supporting educational certificates ·        ID ·        Unendorsed and valid driver’s license
	REPORTING STRUCTURE
1st Level Supervision	Financial Director
2nd Level Supervision	Managing Director
1st Level Subordinate
KEY PERFORMANCE AREAS	1.      Facilities Management 2.      Stationery Management 3.      IT Support  4.      Travel Support 5.      Meeting Support 6.      Quality Conformance 7.      Communication Coordination 8.      Administrative Support or General Administrative  9.      Teamwork 10.   Compliance with Internal Policies, Processes and Quality Management System

 

KEY PERFORMANCE AREAS

 

1. Facilities Management:
   • General

• Oversee the day-to-day operations of office facilities, ensuring a clean, safe, and functional work environment
• Assist in office layout, desk assignments, and equipment setup for new employees
• Monitor, report and facilitate any facility-related issues, ensuring prompt resolution
• Liaise with building management and relevant service providers to ensure requisite work is carried out satisfactorily
• Ensure compliance with health and safety regulations within the office

 

• General Building Maintenance

• Responsible for identifying requisite building maintenance and for actioning building repairs when they arise
• Identifies suitable service providers required to perform minor tasks relating to building maintenance and repairs e.g. plumber
• Liaises with Residentia and service providers regarding interior and exterior repairs and maintenance, obtains quotations and requisite approval and ensures prompt completion of required tasks by service providers
• Monitors cold room and server alerts and highlights when acceptable thresholds are breached.  Takes necessary action working with management and the requisite service providers to ensure issues are resolved and business continuity is ensured ( this may be after hours) 
• Ensures that designated parking bays are marked clearly, and reports parking infringements to Body Corporate representative.

 

• Maintenance of Generator, Air Conditioning Units, and Smoke Detection System

• Organizes the servicing of generators and air conditioning units based on the frequency recommended by the unit suppliers and or service level agreement
• Coordinates with the relevant service providers reporting faults and arranging the necessary repairs
• Assists with pricing evaluations and set up of service level agreements
• Purchases monthly airtime for the fire panel (smoke detection system)

 

• Fixed Asset Maintenance

• Motivates for minor purchases of office furniture and equipment to the Financial Director and administers procurement of such items if approved
• Liaises with the finance department regarding the recording of fixed assets
• Organises general repairs to and maintenance of fixed assets categories not listed separately in this document (e.g. Photocopiers, telephones  and printers) (excluding demonstration and workshop equipment)
• Maintains replacement values of fixed assets for insurance purposes

 

• Office Environment and Housekeeping

• Supervises the execution of tasks of the office cleaner on an ongoing basis ensuring that office environment is clean and functional
• Responsible  for ensuring adequate stocks of office supplies are maintained

 

• Security and Access Control

• Liaises promptly with the Warehouse Manager and Financial Director regarding building security issues
• Assists with the required access control of new employees in the form of loading of biometric details, office key access and main office gate access
• Liaises with Geocentric as required re security matters

 

2. Stationery Management:

• Monitor inventory levels and order office supplies, including stationery and equipment, to ensure availability at all times.
• Maintain relationships with suppliers, negotiate pricing, and track orders to ensure timely deliveries.
• Implement a stock control system to prevent shortages and manage costs effectively.
• Handle distribution of supplies to departments as needed.

 

3. IT Support

• Serves as the primary onsite liaison for external IT service providers and suppliers.
• Acts as the main point of contact for all IT-related inquiries and issues from staff members, providing initial troubleshooting assistance.
• If initial troubleshooting is unsuccessful, logs issues with the designated IT service provider(s). 
• Monitors the progress of unresolved issues to ensure they are addressed within established timelines and completed satisfactorily.
• Regularly update end-users on the status of their logged issues and possible resolutions.
• Communicates regular updates regarding IT-related processes and policies, ensuring staff and end-users comply with them.
• Monitors daily backup reports and coordinates with the general IT service provider regarding all backup-related issues
• Obtains quotations for hardware and software requirements, seeking approval from the Executive Committee (EXCO)
• Assists in maintaining the IT asset register
• Arrange for the disposal of obsolete and damaged computer hardware and printers, obtaining prior authorization from the Finance Director
• Ensures timely communication with the Finance Director regarding the additions and disposals of IT assets for insurance purposes.
• Assists service providers with the implementation of new software releases and workstation setups, which may require after-hours work.
• Coordinates the delivery and collection of hardware and software from vendors and remote users.
• Works with service providers in the event of IT outages to address and resolve  
• Creates IT onboarding and offboarding checklists, assigns tasks to relevant internal stakeholders, and ensures the completion of these tasks.
• Performs any other IT-related duties as assigned by the Director(s).

 

4. Travel Support

• Develop and maintain relationships with travel agencies and suppliers to secure high-quality service delivery and the best possible rates.
• Coordinate and book travel arrangements in line with company policies, utilizing the most cost-effective and efficient solutions. This includes booking flights, accommodations, car rentals, shuttles, and visas.
• Maintain all travel records and documentation, including traveller profiles and itineraries.
• Communicate with travellers to ensure that all necessary travel details are clear and confirmed. Additionally, assist with itinerary changes when required.
• Provide support to travellers during their trips, including handling travel-related matters and emergencies.
• Manage the travel tracking spreadsheet.
• Review and approve travel-related invoices for submission to the Finance department.
• Ensure compliance with travel policies, practices, and safety standards.

 

5. Meeting Support

• Coordinate meeting room bookings, ensuring that the room(s) are well-maintained and equipped with the necessary tools, such as a projector and functional PC and laptop cables.
• Manage the catering requirements for key meetings with suppliers and external stakeholders.
• Assist in the booking process for external venues.

 

6. Quality Conformance

• Proactively logs non-conformance issues and incidents according to Standard Operating Procedures (SOP) and Work Instructions (WI)   
• Ensures completion of repeated XGRC actions related to individual Key Performance Areas (KPAs)
• Writes and regularly updates SOP/WI records for assigned systems and procedures for Elements Q9
• Creates and maintains an accessible contact list for all maintenance service providers on the server

 

7. Communication Coordination

• Acts as the primary point of contact for visitors and clients, ensuring a professional and welcoming experience
• Answers the main switchboard and transfers calls to the appropriate team member(s)
• Provides regular and timely verbal and written updates to relevant staff members and the Financial Director regarding the ongoing status and progress of matters related to any of the Key Performance Areas (KPAs)

 

8. Administrative Support or General Administrative

• Monitors the pre-paid power electricity meters to ensure continuity of supply and arranges for purchase of pre-paid electricity units when available units drop to 500 on all pre-paid meters
• Sends invoices and proof of deliveries to relevant customer contacts regularly 
• Generates monthly printer reports
• Requests current BEE certificates from local suppliers
• Completes imports schedule with information from customs documents
• Assist management and staff with ad-hoc administrative tasks and projects

 

9. Teamwork

• Consistently demonstrates a willingness to assist colleagues with tasks to ensure smooth operations in the department
• Provides back-up assistance to other members of the team on request from the manager
• Contributes positively towards a professional and pleasant working environment in the department and company
• Communicates professionally with colleagues and managers at all times

 

10. Compliance with Internal Policies, Processes and Quality Management System

• Shows commitment to the effectiveness of the Quality Management System through full compliance with the quality policy, quality objectives and non-conformance and corrective action processes
• Provides appropriately detailed verbal and written feedback/reports to managers to agreed timescales and in agreed format
• Demonstrates responsiveness to follow up requests e.g. from Customer Service, Managers and Marketing department
• Complies with deadlines on required elements of personal administration on request from managers
• Copies relevant managers and colleagues on email communication with customers when relevant or as requested by managers
• Ensures ongoing knowledge of and complies with company policies published on the company’s SharePoint site