Team Administrator (Hr)

Saota Pty Ltd; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A prominent architectural firm in Cape Town is looking for a Team Administrator to provide essential planning and administrative support to the HR team. The ideal candidate will have excellent organisational skills, a strong proficiency in Microsoft Office, and the ability to manage multiple tasks effectively in a structured environment. This full-time role is key to ensuring smooth operations within the HR department.

Qualifications

• 1-2 years' experience in administrative or team admin roles.
• Strong experience with Microsoft Office (Outlook, Excel, Teams, PowerPoint).
• Experience managing multiple tasks in a fast-paced environment.

Responsibilities

• Manage HR diaries and coordinate appointments.
• Prepare meeting packs and take minutes.
• Maintain the team task tracker.

Skills

Administration skills

Microsoft Office proficiency

Communication skills

Organisational skills

Attention to detail

Job description

Overview

(Cape Town) We're seeking a Team Administrator to provide planning, programming, and administrative support to our HR team, ensuring a consistent workflow, well‑managed calendars, accurate documentation, and reliable task follow‑through. This is a full‑time, Cape Town‑based administrative role ideal for someone who thrives in a structured, fast‑paced environment, values precision, and takes pride in supporting a team to operate at its best.

Responsibilities

• Manage HR diaries and coordinate internal / external appointments and interviews.
• Prepare meeting packs, issue agendas, take minutes, and circulate follow‑ups within 24 hours.
• Maintain the team task tracker and run weekly programming meetings, escalating tasks at risk of delay.
• Collate inputs for HR Management Meeting updates.
• File and version HR documents in SharePoint / Teams; manage digital signatures and standard templates.
• Capture data and collate summaries for HR processes.
• Triage all HR queries from inbox, helpdesk, or Teams chats, directing them appropriately and producing monthly query metrics.
• Manage HR tracker updates and weekly reporting to the Financial Director.
• Track HR budget vs spend weekly, maintaining accurate expenditure records.
• Schedule induction and training sessions for new starters and presenters.
• Administer credit and criminal checks, liaising with candidates and filing results.
• Download and save training attendance reports.
• Collate candidate CVs, portfolios, and assessments for HR and interview panels.
• Support the Travel Guide process and coordinate submissions.
• Arrange internal venues and catering for HR‑related events.
• Support travel bookings for HR programs in line with company policy.
• Assist with recovery leave calculations and audits.
• Assist with employee and IR relationship admin support.

Essential Skills & Criteria

1–2 years' experience in administrative, personal assistant, or team admin roles; excellent administration, organisation, and attention to detail skills; strong Microsoft Office (Outlook, Excel, Teams, PowerPoint) proficiency and digital literacy; clear and professional communication skills, both written and verbal; proactive, self‑aware, and able to plan, prioritise, and deliver on time; high ethical standards and confidentiality; a team player with a service‑oriented mindset and collaborative approach; adaptable and resilient under pressure; client‑focused, delivering responsive and professional support internally and externally.

Behavioural Criteria

Professional, fair, ethical, and responsible at all times; strong team orientation, taking initiative to resolve issues with minimal disruption; energetic, hands‑on, and able to multitask in a dynamic environment; natural relationship builder with exceptional communication and client service skills; sees the bigger picture while managing details with precision.

How to Apply

If you're a reliable, detail‑oriented professional who enjoys keeping operations organised and people supported, we'd love to hear from you. Apply today and become the backbone of a high‑performing HR team that values collaboration, integrity, and excellence.