Office Administrator

Abdul Latif Jameel; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading company in the automotive sector is seeking an Office Administrator to coordinate all administrative and logistical functions in the executive office. The role requires a proactive individual with strong organizational and communication skills to support senior management and ensure efficient office operations.

Qualifications

• Proven experience in office administration or executive support (minimum 3–5 years).
• Ability to manage multiple priorities and work independently.

Responsibilities

• Manage executive calendars and schedule meetings.
• Oversee all office activities and maintain compliance.
• Book local and international travel arrangements for executives.

Skills

Organisational skills

Communication skills

Interpersonal skills

Attention to detail

Service-oriented mindset

Tools

MS Office Suite

Job description

Purpose of the Role：

As the Office Administrator, you will serve as the central point of coordination for all administrative, logistical, and operational functions in the executive office. You will ensure the seamless running of daily activities, provide high-level support to senior management, and maintain a professional and efficient office environment. This role requires a proactive, organised individual with exceptional interpersonal and multitasking skills.

Key Responsibilities：

Executive and Office Support

• Manage executive calendars, schedule meetings, appointments, and internal/external engagements
• Coordinate diary planning, including high-level meetings, local and international travel arrangements, and personal schedule support when required
• Draft, format, and manage correspondence, reports, presentations, and documentation on behalf of the executive office

Office Operations

• Oversee all office activities to ensure efficiency, professionalism, and compliance with company standards
• Ensure meeting rooms are prepared, booked, and serviced for both internal and external meetings
• Order and maintain office supplies, equipment, and manage vendor relationships (cleaning, catering, IT support, etc.)
• Maintain records, filing systems (physical and digital), and internal administrative databases
• Handle petty cash, courier services, mail distribution, and other daily logistical requirements

Visitor and Stakeholder Management

• Welcome and host visitors, clients, and guests with professionalism and hospitality
• Arrange logistics for internal and external meetings, site visits, and client engagements
• Coordinate catering and venue logistics for internal events, workshops, and boardroom functions

Travel and Transport Coordination

• Book local and international travel for executives, including flights, accommodation, visas, and ground transport
• Maintain a travel calendar and provide executives with detailed itineraries and necessary documentation
• Liaise with service providers to ensure punctual and seamless transport arrangements

Internal Communication and Confidentiality

• Act as liaison between executives, teams, and external stakeholders
• Maintain strict confidentiality and discretion in handling sensitive information
• Support internal communications and manage small internal projects or events when required

Qualifications & Experience:

• Proven experience in office administration or executive support (minimum 3–5 years)
• Strong organisational skills with an ability to manage multiple priorities
• Excellent written and verbal communication skills
• High level of discretion, professionalism, and interpersonal skills
• Advanced proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to work independently, anticipate needs, and resolve issues proactively

Skills & Competencies:

• Prior experience supporting C-suite executives
• Understanding of corporate protocols and professional decorum
• Strong attention to detail and reliability under pressure
• Friendly, approachable personality with a service-oriented mindset