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Facilities / Office Assistant

4 months ago

Stellenbosch, Western Cape, South Africa Helderberg Personnel Full time

My client, a well-established international company is seeking to employ a Facilities / Office Assistant with at least three years' experience in Office Management to join their dynamic team at their offices in Techno Park.

facalities assistant|facilities / office assistant


A significant part of this role is to support the Facilities & HR Departments with office related tasks and facilities administration.


Qualifications required:

  • Minimum Grade 1
  • Extremely well spoken and presentable
  • Good communication and computer skills
  • Excellent administrative skills
  • Fully bilingual (English and Afrikaans)
  • Own reliable transport

Key Responsibilities include but not limited to:

  • Maintain a professional looking reception area and welcome visitor and new staff into the building and directing them where appropriate.
  • Ensure all areas of building (incl. meeting rooms, stores and internal and external communal areas) are clean and tidy. Communicate any actions required to the appropriate manager or supplier (i.e., cleaners, handyman), i.e., damaged walls, water feature issues, air conditioning etc.
  • Maintain a Supplier Directory detailing contact information and maintenance agreements.
  • Maintain Facilities files (including visit logs, agreements and action lists).
  • Liaising with external suppliers/contractors, examples are (not exhaustive): (Cleaning personnel, Waste disposal / Sanitary ware, Gardeners, Handyman, Pest Control and Property management Company)
  • Fire alarm test monitoring and involvement
  • Responsible for company key cabinet and log (arrange key cutting is instructed to do so)
  • Arrange meeting setup and management (including catering / rooms etc) including maintaining cleanliness of all training and meeting rooms.
  • Minutes of Management meetings (if and when required).
  • Coordination and control of kitchen, toilet, bar and brew room supplies (tea, coffee, sugar, milk, soap, drinks etc)
  • Coordination and control of stationary supplies.
  • Arrange Induction and gym training when required.
  • Support and coordinate "rentadesk" staff where/when required.
  • Packaging and preparation of Welcome Packs and name plates and arrange and organize cake day.
  • Receive and distribute any deliveries as necessary.
  • Assist the Human Resource/Payroll Officer with employee benefit administration (where applicable).
  • Organize company restaurant/entertaining reservations when requested to do so.
  • Assist with the booking of accommodation and transfers when required