Shared Services Officer (Level 5) - Cape Town Office, Bridgetown

CapeNature; Wes-Kaap; On-site; ZAR 240,000 - 340,000; Full time

Benefits offered by this job

24 days annual leave

Pension fund benefits

Staff discounts on CapeNature housing

Bursary programme support

Wellness partner access

Job summary

CapeNature is seeking a Shared Services Officer to provide efficient administrative support across facilities, records, travel, procurement, finance administration, asset and COID administration. The role reports to the Team Leader: Shared Services and focuses on coordinating services to meet stakeholder needs.

Key duties include reception and general administration, procurement and finance tasks, records management, travel desk coordination, and facilities-asset oversight, ensuring compliance

Qualifications

• Grade 12 or equivalent with relevant administrative experience in office/ shared services.
• At least two years’ customer/service experience (sales, finance, reception).
• Valid Code 8 driver's license and no criminal record.
• Experience in procurement, records administration and basic health and safety is advantageous.

Responsibilities

• Provide professional reception and office administration support, including enquiries, visitors, access cards, smart lockers and general administrative controls.
• Support procurement and finance administration, including requisitions, purchase order follow-ups, invoices, vendor liaison, record keeping and escalation of delays.
• Coordinate records and registry services, including document receipt, tracking, filing, storage, distribution and disposal.
• Coordinate travel desk activities including bookings, supplier communication and stakeholder updates.
• Coordinate facilities support, maintenance requests, walkthrough inspections, repair follow-ups and key control administration.
• Administer COID incident reporting and claims, including documentation checks, submissions, claim monitoring and stakeholder updates.

Skills

Reception

Office administration

Procurement

Finance administration

Records management

Travel desk coordination

Facilities management

Asset management

COID administration

Customer service

MS Office skills

Communication

Education

Grade 12/National Senior Certificate

Valid Code 8 driver’s license

Tools

MS Office

Excel

Records management software

Job description

We have an opportunity for a Shared Services Officer to join our Shared Services team. The role provides efficient and responsive administrative support across facilities and general administration, procurement and finance administration, records management and registry services, corporate travel desk administration, asset administration, and COID administration and compliance. The successful candidate will contribute to service excellence by ensuring that these support services are coordinated professionally, comply with approved policies and procedures, and meet the needs of internal and external stakeholders.

This post will report to the Team Leader: Shared Services.

1. KRA 1: Reception, General Administration, Procurement and Finance Administration (15%)

• Provide professional reception and office administration support, including enquiries, visitors, access cards, smart lockers and general administrative controls.
• Support procurement and finance administration, including requisitions, purchase order follow-ups, invoices, vendor liaison, record keeping and escalation of delays.

1. KRA 2: Records Management and Registry Services (25%)

• Coordinate records and registry services, including document receipt, tracking, filing, storage, distribution and disposal.
• Support records governance through policy and file plan implementation, Records Committee administration, audit readiness, staff guidance and corrective actions.

1. KRA 3: Corporate Travel Desk Administration (20%)

• Coordinate travel and accommodation requests, bookings, confirmations, supplier communication and stakeholder updates.
• Ensure travel desk compliance with approved travel, SCM and finance processes, including quotations, approvals, payments and records.

1. KRA 4: Facilities and Asset Management (30%)

• Coordinate facilities support, maintenance requests, walkthrough inspections, repair follow-ups and key control administration.
• Maintain asset records and support asset verification, discrepancy follow-up and compliance with asset management procedures.

1. KRA 5: COID Administration and Compliance (10%)

• Administer COID incident reporting and claims, including documentation checks, submissions, claim monitoring and stakeholder updates.
• Maintain complete COID records and support compliance, audit readiness and coordination with OHS and Facilities teams.

MINIMUM REQUIREMENTS:

Qualifications and Experience

• Grade 12/National Senior Certificate with relevant administrative experience in office administration, shared services, reception, records, travel, procurement, finance or related support services.
• At least two years’ experience within a customer/service environment (sales, finance, reception etc.)
• Advantageous: experience in finance procurement processes, records administration and basic office maintenance and basic health and safety compliance.
• Valid Code 8 driver’s license
• No criminal record

Physical and other requirements

• Able to communicate in English appropriately and clearly, both verbally and in writing with telephone callers, office visitors and co-workers
• High tolerance with engaging staff i.e.: complaints and escalations.
• Sit at an office desk for extended periods of time and able to walk stairs within the building.
• Tolerate dust and fumes from general cleaning and maintenance procedures.

Competency

• Proficient MS office skills to enable correspondence to be actioned on behalf of the team
• Able to use spreadsheets confidently and effectively
• Ability to handle issues in a courteous, efficient, and effective manner, always maintaining a professional approach, regardless of circumstance
• Exceptional interpersonal, communication, writing, reporting and presentation skills.
• Ability to function independently and within a team.
• Ability to prioritize and adapt, managing multiple projects and tight deadlines.

AS AN EMPLOYEE OF CAPENATURE, YOU WILL ENJOY:

• 24 days of annual leave per annual leave cycle.
• Comprehensive benefits for death, critical illness or injury linked to the Pension Fund for CapeNature employees.
• Staff discounts of up to 50% on CapeNature accommodation at reserves across the Western Cape.
• Opportunities for career progression and development through internal and external training interventions, and support for academic studies through the internal CapeNature Bursary Programme subject to Bursary Policy guidelines.
• Free access to CapeNature’s Wellness Partner for you and your immediate household which includes professional counselling, financial, legal and health related advice; and
• The opportunity to be part of a team that positively impacts the environment and promotes a sustainable future

Please note:

“*Remuneration negotiable within the range provided, depending on current remuneration package.”

It is compulsory to become a member of the CapeNature Pension Fund. If you are an existing member of a Medical Aid you are required to provide a copy of such membership before the commencement of your employment with CapeNature.

Closing date: 18 September 2026