Office and Facilities Coordinator

RecruitMyMom; Knysna; On-site; ZAR 260,000 - 380,000; Full time

Job summary

RecruitMyMom in Knysna is seeking an experienced office administrator to manage front desk reception, facilities coordination, and tenant interactions, ensuring smooth daily operations within a busy site. The role covers procurement, vendor oversight, and statutory record-keeping, with duties spanning finance support and health & safety.

Mon–Fri, 08:00–16:30, permanent. Ideal candidates hold a Matric, 5+ years’ experience, a valid SA driver’s licence, and strong MS Office skills.

Qualifications

• Minimum of 5 years of proven experience in an office administration or reception position.
• Valid South African driver’s licence with own reliable transport.
• Proficiency in Microsoft Outlook, Word and Excel.
• Fluent English communication (verbal and written).
• Experience with CIPC filings and corporate statutory records.
• Experience coordinating building maintenance and facilities contractors.

Responsibilities

• Front Desk & Reception Management: Staff the reception area, welcome and register visitors, manage visitor access, handle calls and emails, and distribute mail and deliveries promptly.
• Office Services & Hospitality: Oversee daily office flow, coordinate refreshments, book meetings, arrange facilities and catering.
• Procurement & Stock Control: Monitor inventories, obtain quotes, and place replenishment orders within budget.
• Facilities & Sub-contractor Supervision: Supervise cleaning staff/contractors and coordinate repairs from fault-logging to completion.
• Tenant Administration: Be primary contact for tenants, respond to requests within one day, generate rental and operating cost invoices, monitor collections.
• Statutory & Secretarial Administration: Maintain company registers and submit CIPC filings and updates after training.
• Operational Support: Assist finance and exec management with filing structures and run local errands.
• Health & Safety: Support housekeeping, alarm systems, emergency contacts, and act as on-site first aider.

Skills

Office administration

Reception management

Vendor coordination

Record-keeping

Customer service

Education

Matric (National Senior Certificate)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Knysna, South Africa | Posted on 11/11/2026

Serving as the central point of contact for an established family office and a corporate commercial building, the role ensures seamless day-to-day office functionality, pristine reception standards, proactive property and sub-contractor oversight, and meticulous statutory record-keeping.

Operating from Monday to Friday, 08:00 to 16:30, this permanent, full-time position coordinates daily operations across front desk reception, building facilities, tenant coordination, and executive administrative support in Knysna.

Key Responsibilities

• Front Desk & Reception Management: Staff the reception area, welcome and register visitors, manage visitor access control, handle incoming calls and email correspondence, and distribute incoming postal items, couriers, and deliveries promptly.
• Office Services & Hospitality: Oversee the daily flow of the office, coordinate executive and guest refreshments, book and arrange meeting facilities, and oversee catering requirements.
• Procurement & Stock Control: Monitor and maintain inventories of kitchen, cleaning, and general office supplies, obtaining quotes and placing replenishment orders within authorised budget limits.
• Facilities & Sub-contractor Supervision: Supervise on-site cleaning staff or contractors, coordinate routine building maintenance and repairs from fault-logging through to completion, maintain the service provider register, and oversee specialised trade contractors including security, garden, pest control, HVAC, electrical, and plumbing.
• Tenant Administration: Serve as the primary contact for approximately 1 to 5 building tenants, acknowledge tenant requests within one working day, generate monthly rental and recoverable operating cost invoices, and monitor collection records for the finance team.
• Statutory & Secretarial Administration: Update and maintain company registers (directors, shareholders, and corporate entities), complete registration forms accurately, and prepare and submit CIPC filings and updates (annual returns, address changes, and director amendments) once trained.
• Operational Support: Assist the finance team and executive management with electronic and physical filing structures, and complete local operational errands to municipal offices, post offices, and suppliers.
• Health & Safety: Support general office housekeeping, alarm systems, emergency contacts, and key management, serving as the designated on-site first aider.

Requirements

• Matric (National Senior Certificate) or equivalent.
• Minimum of 5 years of proven experience in an office administration or reception position.
• Valid South African driver's licence with own reliable transport.
• Working proficiency in Microsoft Outlook, Microsoft Word, and Microsoft Excel.
• Demonstrated comfort using online portals.
• Confident verbal and written English communication skills.
• Proven ability to coordinate and follow up with service providers, contractors, or cleaning staff.
• Current Level 1 First Aid certificate, or a willingness to complete and obtain the certification.
• Prior practical experience with CIPC filings and corporate statutory records. Willingness and aptitude to undertake training in CIPC filing processes
• Prior experience with tenant or client invoicing and debt collection follow-up.
• Prior experience coordinating building maintenance, repairs, or facilities contractors.

Required Software Skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel

Permanent

Established group with multiple companies