Office Administrator

SUMMARY:
CEMZA is seeking a highly organised, proactive and detail-oriented Office Administrator to ensure the smooth and efficient day-to-day operation of the office. The successful candidate will provide administrative support to senior management, coordinate office and facilities management, oversee health and safety compliance, and manage various administrative functions relating to sales, fleet, IT inventory, travel and documentation.
The ideal candidate must be able to multitask, work independently, manage competing priorities and ensure that all administrative responsibilities are completed accurately and within the required deadlines.

POSITION INFO:
1. Health, Safety and Compliance - Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and applicable legislation. - Ensure that office facilities meet all relevant health and safety regulations and standards. - Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed. - Develop and maintain emergency procedures and ensure that fire drills are conducted as required. - Ensure that statutory health and safety training is completed and that Health and Safety Representatives are appointed where required. - Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and relevant records are kept up to date. 2. Diary and Schedule Planning - Chairman\/COO - Manage and prioritise the Chairman's\/COO's calendar, ensuring that all meetings, appointments, deadlines and engagements are accurately scheduled. - Prepare and distribute meeting agendas, reminders and supporting documentation to ensure effective meeting preparation. - Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders. - Ensure that management is informed of upcoming commitments and that conflicting appointments are managed appropriately. 3. Travel and Accommodation Coordination - Plan and arrange cost-effective local and international travel, accommodation and transport for executives, employees and external visitors in accordance with company policies. - Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel documentation. - Coordinate travel arrangements for expatriates visiting head office, including accommodation and transport, and assist HR with visa extension applications when required. - Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings and resolve travel-related queries. - Monitor travel arrangements and address changes or unexpected issues to minimise disruptions. 4. Vessel Documentation Auditing - Audit and verify vessel documentation to ensure accuracy, completeness and compliance with applicable regulatory and statutory requirements. - Coordinate the submission, tracking and follow-up of vessel documentation to ensure that operational and statutory deadlines are met. - Ensure that all required shipment documentation is reviewed and signed by the CEO\/COO where necessary. - Maintain accurate records of vessel and shipment documentation and follow up on outstanding documents to prevent delays. 5. IT Inventory and Equipment Control - Maintain an accurate and up-to-date inventory of company IT equipment, ensuring proper allocation, tracking and record-keeping. - Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support business operations. - Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic licences, and ensure that payments are made on time. - Ensure sufficient software licences are available when required and coordinate licence additions, renewals and cancellations as necessary. - Maintain records of IT assets and assist with the administration of company cellphone contracts and purchases. 6. Sales Administration - Update and maintain sales pricing on a daily basis, ensuring that pricing information is accurate and current. - Prepare and distribute monthly bag sales reports to relevant bag customers. - Update the SMD file on a monthly basis, ensuring that information is accurate and up to date. - Follow up with Sales Representatives to ensure weekly sales reports are submitted on time for presentation every Friday. - Compile, maintain and distribute sales-related information and reports as required by management. - Coordinate cellphone contract renewals and new cellphone purchases as required. 7. Fleet Management Administration - Manage the administration of company vehicles, including licence renewals, fines, renewals and vehicle purchases when required. - Ensure that Acknowledgements of Debt (AODs) are issued for applicable traffic fines. - Maintain accurate fleet records and communicate upcoming licence renewals, payments and other requirements to prevent penalties or operational delays. - Monitor and coordinate the availability of funds required for Cape Town trucks and tankers. - Liaise with the relevant departments and service providers to resolve fleet-related administrative matters. 8. Insurance Claims Administration - Prepare, verify and submit all required documentation for insurance claims relating to company vehicles, laptops, electronic equipment and vessels. - Ensure that all supporting documents are accurate, complete and appropriately approved before submission. - Follow up with insurers and relevant parties on outstanding claims and provide additional information when required. - Maintain accurate and secure records of insurance claims and related correspondence, ensuring that all submissions meet the required deadlines. 9. Invoices, Creditors and Supplier Coordination - Verify and follow up on invoices to ensure timely payment for services, including Vodacom, MTN, Cartrack, Makro, accommodation, travel agencies and other approved suppliers. - Liaise with the Creditors and Procurement teams to track outstanding invoices and resolve payment queries. - Escalate urgent payment matters to management where necessary to prevent service interruptions or operational disruptions. - Monitor recurring supplier payments and follow up on outstanding approvals and documentation. - Attend to additional urgent administrative and supplier-related queries as requested by management. 10. General Office Administration and Management Support - Ensure the effective day-to-day running of the office and provide administrative support to management and other departments as required. - Ensure that the duties and responsibilities of the Administrative Assistant are carried out effectively and provide guidance or follow-up where necessary. - Assist HR with expatriate visa extension applications and coordinate related travel, accommodation and transport arrangements when requested. - Coordinate farewell gifts and gatherings when requested and approved by management. - Maintain accurate administrative records, reports and documentation. - Provide recommendations and administrative support to management to improve office efficiency and service delivery. - Perform any other related duties in the interest of CEMZA as instructed by management. Minimum Requirements - Matric (Grade 12). - A relevant qualification in office administration, office management or a related field will be advantageous. - A minimum of 3-5 years' experience in office administration, office management or facilities coordination. - Proven experience in coordinating administrative functions, maintaining records, managing suppliers and supporting senior management. Skills and Competencies - Excellent verbal and written communication skills. - Strong organisational, planning and time-management abilities. - Good reporting, record-keeping and documentation management skills. - Computer proficiency, particularly in Microsoft Word, Excel and PowerPoint. - Strong attention to detail and the ability to work accurately under pressure. - Excellent problem-solving skills and the ability to take initiative. - Ability to manage multiple tasks, prioritise deadlines and work independently. - Professionalism, accountability, confidentiality and a commitment to continuous improvement. Key Performance Expectations - Effective office management and administrative support. - Compliance with applicable health, safety, statutory and company requirements. - Accurate and timely reporting, documentation and record-keeping. - Effective cost control and supplier payment follow-ups. - Timely completion of administrative tasks and departmental requirements. - Consistent service delivery and support to management and business operations.