Facilities Coordinator

15 hours ago

Cape Town, Western Cape, South Africa Altum Group Full time

Role summary

We are seeking for a talented, motivated individual, to join Altum as a Facilities Co-ordinator. The individual will need to help us ensure the Altum office environment is always run smoothly and professionally. The perfect candidate should have a high level of competence and familiarity with general office administration and secretarial skills. Furthermore, the potential candidate should be familiar with supporting peripheral equipment and using network monitoring tools.

Key responsibilities

Office & Facilities

  • Manage day-to-day office operations, ensuring a safe, well-organised, and professional working environment.
  • Oversee office facilities, maintenance, health and safety requirements, and space planning.
  • Act as the primary point of contact for landlords, building management, parking allocations and arrangements, and external service providers.

Administration & Support

  • Provide administrative support to senior management and department heads as required.
  • Coordinate meeting rooms, office schedules, and company-wide events.
  • Manage administration of parking and access cards to the office, including update staff schedule with relevant details and collecting passes from leavers.
  • Manage incoming correspondence, calls, and visitors, maintaining a professional front-of-house presence.
  • To perform all reception duties inclusive of answering the phone/dealing with all mail/greeting clients and/or professionals etc. in an efficient, professional, and courteous manner
  • Ensure the board room is always kept clean and tidy and all cups and plates are removed and washed between meetings.
  • Ensure that visitors who are attending meetings within the office are shown to the board room/ meeting rooms, offered refreshments and the staff member(s) concerned is contacted.
  • Manage the boardroom and meetings room bookings when required.
  • Organise lunch refreshments as requested.
  • Hand deliveries of post/banking.
  • Filing and scanning as and when requested.
  • Maintain First Aid, Fire Marshal and Desktop Assessment registers.

Supplier & Cost Management

  • Manage relationships with office-related suppliers (e.g. IT support, stationery, cleaning, catering).
  • Monitor office budgets, approve invoices within delegated authority, and identify cost-efficiency opportunities.

Governance & Compliance

  • Ensure office processes align with internal policies, data protection requirements, and regulatory expectations.
  • Maintain appropriate records and documentation in line with our standards.
  • Support business continuity and disaster recovery arrangements from an office operations perspective.
  • Any other reasonable task we ask you to perform from time to time.

Expected Skills/Experience

  • Minimum 2 -years Facilities or office administration experience.
  • Be able to demonstrate a strong track record in reception and secretarial duties.
  • Experience of and ability to use Microsoft Office products including Outlook, Word, Excel.
  • Proactive and disciplined approach to work.
  • Calm and effective under pressure.
  • Ability to use initiative and work without direction.
  • Should have strong organisational and time management skills.
  • Should have excellent interpersonal and communication skills.
  • Genuine desire to help support business users.

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