Are you a proactive, energetic professional who thrives in a dynamic environment? Do you have a passion for providing superior customer service and ensuring smooth office operations? If so, I have the perfect opportunity for you!

If you are ready to take on a challenging yet rewarding role where no two days are the same, apply today and become a vital part of this team! Please apply directly here or email your CV to ellarine@obr.co.za for review. Please note that you will also need to have a driver's license and your own car to qualify for this position.

Reporting To: Financial Director
Supervising: 2 Staff Members (Cleaner and Gardener)

Key Responsibilities:

1. Front of Office / Reception

• Be the welcoming face of our company! Provide a positive, professional, and efficient greeting to all visitors and callers, ensuring an exceptional first impression.
• Manage the switchboard with a “smile in your voice,” directing calls accurately and efficiently.
• Maintain a neat and tidy reception area, ensuring it reflects our brand values at all times.
• Organize and oversee the reception/switchboard roster, ensuring coverage during breaks and leave periods.

2. Office Coordination and Administrative Management

• Support the Managing Director and Chairman with administrative tasks, including diary management and travel arrangements.
• Assist with typing, meeting minutes, and ad hoc work for the management team.
• Keep the company’s internal communication channels updated and engaging.
• Coordinate meeting room bookings, and ensure refreshments are in place for meetings.
• Supervise office cleaning and maintenance, including the daily oversight of the cleaner and gardener.
• Act as the Employee Representative on the HSE Committee and maintain the HSE system.

3. Properties/Facilities Management

• Handle all maintenance needs and tenant queries related to company properties.
• Coordinate with 3rd party providers for property maintenance and services.
• Plan and manage any changes in the company’s facilities in conjunction with management.

4. IT & Switchboard Support

• Liaise with IT and switchboard service providers to resolve issues and implement changes.

5. Post Management

• Manage incoming and outgoing mail, ensuring all correspondence is handled efficiently.

6. Stationery and General Supplies Purchasing

• Ensure all office supplies are stocked and maintained, liaise with suppliers for any office needs.

7. Accounts Duties

• Assist with basic finance administration tasks, including invoice filing, purchase orders, and managing contracts.

8. Travel Coordination

• Arrange local and international travel for managers, staff, and visitors, ensuring cost-effective and efficient arrangements.

9. Catering

• Organize refreshments for meetings and assist with planning company functions and events.

10. Key and Remote Management

• Manage the distribution and maintenance of keys and gate remotes for staff.

11. General Administrative Tasks

• Provide comprehensive administrative support to the Financial Director and Managing Director, including ad hoc tasks and projects as required.

Educational Requirements:

• Matric (essential)
• Business Administration or Project Management qualification (preferable)

Experience Required:

• 5 years of experience in front-of-office, office administration, and supervision of staff.
• Basic finance administration experience.

Skills & Competencies:

• Strong written and verbal communication skills with proficiency in English.
• Exceptional organizational, planning, and coordinating skills.
• Computer literacy (MS Office, Pastel, ERP systems).
• Excellent attention to detail, numerical ability, and problem-solving skills.
• Energetic, positive team player with strong customer service orientation.
• Proactive, self-motivated, and able to manage time effectively.
• Driver’s license (Code 08) and own transport.

Location: Montague Gardens, Cape Town

On-the-Job Training: One month