Office Administrator

Key Recruitment Group; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading non-profit organization in Cape Town is looking for an Office Administrator to ensure the smooth operation of daily functions. Candidates must have a minimum of 10 years of office management experience, advanced Microsoft Office skills, and a degree in a related field. Responsibilities include managing schedules, providing IT support, and coordinating events. This role demands strong organizational and communication skills.

Qualifications

• 10+ years of experience in office management or administration.
• Advanced proficiency in Microsoft Office Suite.
• Higher National Diploma or Degree in Office Administration or related field.

Responsibilities

• Coordinate and manage the calendar for scheduling meetings and deadlines.
• Oversee general administrative tasks and ensure a well-maintained workplace.
• Provide IT support and liaise with the IT service provider.
• Source and negotiate with suppliers for timely delivery of goods.
• Assist in processing organizational payments and conduct bank reconciliations.
• Plan and coordinate events such as meetings and conferences.

Skills

Event planning

Stakeholder engagement

Digital calendar management

Bookkeeping knowledge

Problem-solving skills

Education

Higher National Diploma or Degree in Office Administration or Business Management

Tools

Microsoft Office Suite

Google Calendar

Microsoft Outlook

Teams

Zoom

OneDrive

Dropbox

Expensify

Job description

Office Administrator – Our client, a leading non‑profit organization that promotes more responsible, effective, and equitable management of public money, is looking to hire an Office Administrator based at its office in Cape Town.

The Office Administrator plays a key role in ensuring the smooth and efficient operation of the organization's daily office functions.

This position requires excellent organizational, administrative, and communication skills to support staff, coordinate office resources, and ensure compliance with company procedures.

Key Responsibilities

• Coordinate and manage the calendar using Google Calendar and Microsoft Outlook, ensuring proper scheduling of meetings, events, and deadlines.
• Oversee general administrative tasks, including managing the office cleaner and ensuring the workplace is well‑maintained and professional at all times.
• Provide basic IT support to staff and liaise with the IT service provider for technical assistance and troubleshooting.
• Source, liaise, and negotiate with suppliers to ensure the timely delivery of goods and services needed for the organization.
• Handling courier tasks for publications and materials through Postnet.
• Assist in processing organizational payments, including preparing and submitting weekly payment requisitions in line with financial procedures.
• Conduct regular reconciliations of bank cards on Expensify (mid‑month and month‑end) to ensure accurate financial reporting.
• Maintain an adequate stock of office supplies, including stationery and other electronic consumables, and manage timely replenishment.
• Plan, organize, and coordinate events, including partner meetings, workshops, and conferences.
• Ensure systematic filing, storage, and retrieval of organizational documents using OneDrive and Dropbox.
• Perform any additional duties as may be assigned by Senior Managers to support organizational operations.

Minimum Requirements

• Higher National Diploma or a Degree in Office Administration, Business Management, or a related field.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• A minimum of 10 years’ experience in office management, administration, or a senior administrative position.

Desired Skills & Qualifications

• Strong skills in event planning, coordination, and stakeholder engagement.
• Demonstrate the ability to manage digital calendars (Google Calendar and Outlook) efficiently.
• Proficiency in organizing and hosting online meetings via Teams, Zoom, and other platforms.
• Basic knowledge of bookkeeping and financial reconciliation will be an added advantage.
• Excellent communication, interpersonal, and problem‑solving skills with a proactive and professional approach.
• Ability to work independently, prioritize tasks, and manage multiple deadlines in a fast‑paced environment.