Estate/facilities & Administrative Officer

Western Cape, Stellenbosch

TO APPLY SEND CV TO:
To support the Finance Manager and management team with administrative and personal

assistance, relating to the capturing, processing and conclusion of all administrative tasks as

well as managing the overall operations of the office/estate. To fulfil and support all the

activities of the Chairman’s office and assist with any of the Chairman’s PA’s duties when

required i.e., during annual leave periods.

DIMENSIONS

Financial
- Assist the Finance Manager with budget planning & control as well as facilitate the

purchases of office/building essentials.

Staff
- No direct reports however jobholder will have to manage all service providers and

contractors.

Other
- The incumbent will be required to have basic knowledge of estate/building maintenance.
- The incumbent will be required to have basic knowledge of the Environmental, Health

and Safety procedures required for managing the overall operations of the office/estate.
- The incumbent will be required to manage/coordinate the security requirements for such

an estate/building as per the RMS security SLA and represent the estate/building on the

monthly RMS security meetings.

PRINCIPAL ACCOUNTABILITIES
- Coordinate office activities and operations to secure efficiency and compliance to

company policies including Health and Safety protocols.
- Supervise maintenance activities and manage outcomes of service providers to

ensure performance.
- Manage security requirements for the site as per the RMS Security SLA. Represent

site at the monthly security meetings and take ownership of security requirements

with the help of the security contractor.
- Manage agendas/travel arrangements/appointments etc. for management team
- Manage driver bookings and vehicle services and any maintenance required on the

vehicle.
- Support budgeting and bookkeeping procedures
- Create and update records and databases with personnel, financial and other data
- Track stocks of office supplies and place orders when necessary
- Submit timely reports and prepare presentations/proposals as assigned
- Assist colleagues whenever necessary
- Provide Personal Assistant support to multiple managers
- Support Chairman’s PA with any administrative tasks as required.
- Permanent substitute for Chairman’s PA

CONTEXT/ENVIRONMENT

Confidentiality is a priority. The job holder must be able to communicate clearly and effectively

and interact confidently at all levels, both internally and with external parties. An individual of

integrity, diplomacy and discretion, who is flexible and works calmly under pressure. Must

remain polite under all circumstances. Must be able to work independently at times. Must be

able to make sound decisions when necessary.

KNOWLEDGE, SKILLS AND EXPERIENCE

Knowledge/Qualifications
- Grade 12 qualification
- Appropriate professional qualification (minimum NQF5) in:

- Office Administration
- Facilities Management
- Executive Assistant

**Skills**:

- Outstanding communication and interpersonal abilities
- Excellent organizational and leadership skills
- Familiarity with office management procedures and basic accounting principles
- Excellent knowledge of MS Office (Especially excel)
- Qualifications in secretarial studies will be an advantage
- Ability to think on your feet and adapt to change easily
- Solution focused and timeline driven
- Strong creative thinking, communication and implementation skills.
- A self-starter who can work with mínimal supervision
- Strong values and ethics and ability to maintain professional independence and

objectivity and act based on personal professional conviction and confidence

Experience
- 5 years’ proven experience as an office administrator or personal assistant,

managing various activities in a comparable role.

Behavioural Competencies & personal attributes
- Drive & confidence
- Ethics
- Good communication and Listening skills

KEY SUCCESS FACTORS
- Effective & timely delivery of the responsibilities as described above, in a

professional manner and as reasonably expected by senior management.
- Have a positive attitude, be professional and respectful, be pro-active, show

professionalism persistently, ensure honesty, integrity and discretion when

working with highly sensitive information.

FRAMEWORK AND BOUNDARIES

Systems, policies, procedures and rules

Jobholder will be required to operate within the scope of all company processes and

procedures and must adhere to all company systems, policies, procedures and rules

Decision making

Jobholder will be required to make sound decisions at all times especially as it relates

to purchases, maintenance upkeep, service provider contracts etc. Jobholder will be

expected to be pro-active in decision making regarding various office related matters.

Other constraints

Always be aware of the company culture and corporate image and adhere to that

JOB CHALLENGES/PROBLEM SOLVING
- High level of accuracy
- Pr