Office Administrator

Lumenii; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Caffenu is seeking an experienced Office Administrator to manage daily admin at our Cape Town base and coordinate across the group, including Coffee Capsules Direct. You will be the first point of contact, handling reception, provisioning, and document control in a busy SME environment.

From attendance to supplier coordination, you’ll keep operations running smoothly, maintain compliance, and support leadership with diary management and payroll queries.

Qualifications

• Matric is required.
• A valid driver’s licence and access to reliable transport.
• 3–5 years’ office administration experience, preferably in an SME.
• Strong Microsoft 365 skills, especially Excel, Outlook, Teams and SharePoint.
• Experience coordinating suppliers and purchasing office consumables.
• Ability to manage competing tasks in a busy, interruption-heavy environment.
• Strong organisation, planning and attention to detail.
• Proactive approach with the ability to work without micromanagement.
• Professional written and verbal communication skills.
• Mature judgement with confidential staff and company information.
• Residency within reasonable commuting distance of Montague Gardens.

Responsibilities

• Time and attendance administration, including clocking records and leave processing.
• Office facilities coordination: suppliers, stock, deliveries and venue logistics.
• Reception and front-of-house duties: switchboard, visitor management and meetings.
• Compliance and records administration: asset register, insurance, credit docs and filing.
• Leadership support: diary management, travel and meeting agendas.
• Staff administration and team culture: onboarding, payroll queries and wellness initiatives.

Skills

Microsoft 365

Attention to detail

Time management

Education

Matric

Tools

Excel

Outlook

Teams

SharePoint

Job description

Cape Town, South Africa | Posted on 08/26/2026

Caffenu is looking for an experienced andconfident Office Administrator to keep the day-to-day administration of thebusiness running smoothly. Based at our warehouse reception, you’ll be thefirst point of contact for Caffenu while coordinating administration across thegroup, including Coffee Capsules Direct.

This is a busy role where priorities shift andinterruptions are part of the day. You’ll need to keep several tasks moving atonce, follow through reliably and be a proactive problem solver.

KEY RESPONSIBILITIES

Time and attendance administration

• Check daily clocking records, correct errors, capture leave and short time.
• Compile overtime schedules and submit accurate weekly hours information to our
• Short time processing andconversion to unpaid leave, once confirmed with the relevant head ofdepartment.
• Submit accurate hoursto the external HR provider.
• Office Facilitation

Office & Facilities

• Coordinate suppliers for cleaning,maintenance, printer servicing, water and security.
• Procure consumables, including groceries,stationery and protective equipment, within approved spend limits andagainst the approved supplier list.
• Maintain stock levels of stationery, firstaid supplies and groceries across all units.
• Manage parcels, couriers and deliveries.
• Meeting room and event logistics, includingstrategy days, venue and catering bookings.
• Company vehicle administration: licences,traffic fines and service scheduling.

Reception and Front of House

• Switchboard, visitor management and firstpoint of contact for the business.
• Front of house hospitality for visitors.
• Prepare boardrooms for external meetings andarrange catering where required.
• Keep the reception area professional andpresentable at all times.

Compliance and Records Administration

• Maintain the asset register, support theannual verification, and stock take.
• Insurance administration: additions,removals, claims paperwork and the annual renewal pack.
• Prepare BEE andcredit application documents, and keep company records complete, current, and audit-ready.
• Complete customer and supplier creditapplications and route them for approval.
• Document control and filing across thefinance and administration function.
• Assist the finance team with documentscanning and filing.

Leadership support

• Coordinate directors’ diaries and travel.
• Prepare meeting agendas, follow up actions.
• Capture expenses.
• Assist with operational administration such as scheduling counselling sessions for staff.
• Coordinate with other group entities,including Coffee Capsules Direct, where administration overlaps.

Staff administration & Team culture

• Coordinate onboarding and offboarding logistics.
• Fixed-term contract documentation, internal communication and routine payrollqueries.
• Coordinate wellness initiatives, birthdays,anniversaries, Team Day and the year-end function while helping to create aconnected and supportive workplace.

Requirements

What you’ll bring

• Matric.
• A valid driver’s licence and your own reliabletransport.
• Three to five years’ office administrationexperience, ideally within an SME.
• Strong Microsoft 365 skills, particularly Excel,Outlook, Teams and SharePoint.
• Experience coordinating suppliers and purchasingoffice consumables.
• The ability to manage competing tasks in a busy,interruption-heavy environment.
• Strong organisation, planning and attention todetail.
• A proactive approach and the confidence to workwithout being micromanaged.
• Professional written and verbal communicationskills.
• Mature judgement when handling confidential staffand company information.
• Residence within a reasonable commuting distance ofMontague Gardens.