Corporate Administration and Facilities Assistant

1 month ago

Cape Town, Western Cape, South Africa HR Genie Full time

Are you a highly organized, service-oriented professional seeking a challenging role in corporate administration and facilities management? HR Genie is currently looking for an experienced Office Administration and Facilities Assistant to support our expanding team in Cape Town.

This exciting opportunity offers the chance to work with a global investment firm, providing administrative, logistical, and operational support. The successful candidate will collaborate with multiple departments to maintain business-as-usual activities and ensure a well-organized, service-oriented work environment.

The ideal candidate will be a diligent and professional individual who can plan and manage workload with competing priorities effectively, ensuring high-quality standards are consistently maintained.

Main 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.

Qualifications, Skills, and Experience Required:

  • 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.

Benefits:

We offer a competitive salary of R180 000 per annum, plus benefits.

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