Office Administrator

Company Description

At One More Time, we specialize in the circular economy by recovering, reimagining, and reinventing products from discarded materials. Starting with lithium-ion batteries from single-use vapes and EVs, we've developed systems that extract valuable components and transform them into new technologies. Our focus is on creating scalable solutions that unlock new value from all types of waste, using design thinking and engineering innovation. One More Time is committed to building a future where materials are continuously repurposed.

Role Description

The Office Administrator is responsible for ensuring the smooth day-to-day running of the company's administrative functions. This includes HR coordination, payroll, basic bookkeeping, office management, secretarial and compliance support, and general admin duties. The role requires attention to detail, reliability, and a hands-on approach to both routine and ad-hoc tasks that keep the team and office functioning effectively.

Location: Observatory, Cape Town

Type: Full-time, in-person (Monday - Friday, 9am - 5pm)

Salary: R15k - R20k dependant on experience

Reports to:

CEO & Chief of Staff

Key Responsibilities

1. HR Administration

2. Prepare and publish job adverts when required.

3. Coordinate recruitment logistics (shortlisting, scheduling interviews, reference checks).
4. Maintain employee records, including leave registers and contracts.
5. Coordinate payroll administration.
6. Support onboarding and offboarding of staff (induction checklists, exit admin).

7. Logistics for team building events.

8. Finance / Bookkeeping Support

9. Manage petty cash and record transactions.

10. Capture and reconcile invoices, receipts, and expense claims.
11. Prepare supplier and salary payment schedules.
12. Support monthly bank reconciliations.

13. Liaise with accountant/bookkeeper for month-end and year-end close.

14. Office Management

15. Purchase consumables (kitchen supplies, stationery, fruit, etc.)

16. Manage asset registers (laptops, phones, furniture, tools).
17. Coordinate IT support (laptops, software licences, email accounts).
18. Reception duties: welcoming guests, answering phones, receiving deliveries.
19. Oversee cleaning staff and ensure office facilities are maintained.

20. Arrange staff lunches or refreshments when required.

21. Company Secretarial & Compliance

22. File CIPC changes (e.g., director updates).

23. Liaise with external accountant for annual financial statements and annual returns.
24. Maintain compliance calendars (CIPC, SARS, UIF, PAYE, Workmen's Comp, etc.).

25. Keep company records up to date (share register, director info).

26. General Administration & Support

27. Prepare simple reports (leave summaries, petty cash reports, expense reports).

28. Coordinate travel bookings (flights, accommodation, visas, car hire).
29. Support events and workshops (venue booking, catering, logistics).
30. Act as point of contact for landlord, service providers, insurers, and other external stakeholders.
31. Other ad hoc tasks as required by management

Requirements

• Minimum two years experience in administration, bookkeeping, or office support. Please do not apply if you do not have relevant experience.
• Basic understanding of HR processes and bookkeeping principles.
• Computer literacy (Google Workspace; Xero/QuickBooks or similar a plus).
• Strong organisational skills, attention to detail, and ability to multitask.
• Professional, approachable, and proactive.
• Must have right to work in South Africa

Advantageous

• Own car
• Experience with company secretarial work and CIPC submissions
• Qualifications in bookkeeping, HR or other business administration areas

Attributes

• Reliable and discreet with sensitive company and staff information.
• Hands-on and willing to assist with a wide range of tasks ("no job too small" mindset).
• Strong communicator who keeps management updated and follows through on commitments.
• Calm under pressure and solution-oriented when issues arise.