Office Administration Controller

Key Responsibilities
General Administration

• Organise and fully coordinate visitor requirements as and when required, confirming all logistical arrangements in advance and ensuring timely and seamless execution.
• Schedule, manage, and maintain company calendars, meetings, and key internal and external events.
• Manage Company Pool Vehicles, including registers, usage controls, service scheduling, and adherence to company vehicle policies.
• Provide driving support when required for expatriates, employees, or the collection and delivery of official company documents.
• Coordinate logistics for internal and external events, including venue arrangements, catering, access control, and scheduling.
• Co-ordinate support and manage stationery, safety boots, and uniform issuing, including stock control, distribution, reorder levels, and cost control, maintaining accurate inventory records.
• Coordinate kitchen sundries requirements, including tea and coffee requests with the canteen service provider.
• Monitor and arrange water refills and top-ups to ensure uninterrupted supply.
• Provide comprehensive administrative support to Senior Management, including meeting scheduling, document preparation, correspondence, and ad-hoc administrative support.
• Process business card requests end-to-end, including obtaining quotations, managing approvals, placing orders, and overseeing delivery.
• Prepare and distribute employee birthday messages and gifts in line with company initiatives and organisational culture.
• Maintain accurate and up-to-date digital records and documentation on central drives to ensure ease of retrieval and audit readiness.
• Act as a primary point of contact for general administrative enquiries across the organisation, ensuring professional and timely responses.
• Submit supplier invoices for payment, ensuring accuracy, completeness, and compliance with internal Finance requirements.
• Coordinate foreign payments, including the preparation and submission of SARS clearance documentation where required.

• Oversee cleaning, canteen, garden, and security services, ensuring compliance with company policies, procedures, and agreed service standards.
• Ensure all contracted services adhere to agreed daily work schedules and deliver services in line with contractual requirements.
• Monitor cleaning schedules, hygiene standards, and the availability of consumables, including soap, sanitiser, and paper products.
• Manage contractor and service provider relationships, providing structured performance feedback, escalating issues where required, and ensuring ongoing SLA compliance.
• Manage employee access cards and visitor passes, liaising with security service providers as required.
• Manage biometric access systems, including loading and terminating door access permissions, maintaining accurate access records, and coordinating the ordering and replacement of biometric equipment.
• Maintain the Asset Register with complete, accurate, and up-to-date documentation, including asset acquisition details, maintenance records, warranties, service contracts, utilisation, and disposal.
• Support office equipment, furniture, and disposables in accordance with quality standards, cost requirements, governance controls, and ethical principles.
• Track the full asset lifecycle from acquisition to disposal, supporting planning for replacements and upgrades.
• Monitor monthly purchasing and energy costs against approved budgets and forecasts, highlighting variances where applicable.
• Identify, recommend, and support the implementation of efficiency improvements and cost-reduction opportunities.
• Coordinate office and facilities maintenance requirements, ensuring all service requests are executed timeously and formally closed.
• Monitor service levels for contracted providers
• Coordinate guest arrangements, including refreshments and lunch logistics.
• Manage internal notice boards, including monthly birthday communications and plant address updates.
• Provide ad-hoc HR administrative support when required.
• Support Finance with credit limit increase requests where required.

• Arrange and manage all flight and hotel bookings in line with company travel policies, cost controls, and timing requirements.
• Handle urgent or last-minute travel changes efficiently, ensuring minimal disruption and clear communication with all stakeholders.
• Manage accommodation changes and cancellations, communicating updates promptly to relevant stakeholders.
• Coordinate car rentals, including vehicle specifications, collection and return arrangements, extensions, and replacements.
• Resolve car rental-related issues, including support for expatriates.
• Arrange approved mobile devices and connectivity requirements, liaising with service providers and ensuring timely delivery and handover.

• Process invoices and quotations and perform basic cost analyses in line with Finance department requirements.
• Collect, verify, and accurately document all invoices and supporting financial documentation.
• Record and track expenses in Excel, ensuring accurate allocations, cost centres, vendor numbers, and transaction dates.
• Support the development, monitoring, and control of budgets while maintaining operational effectiveness.
• Respond to Finance queries by providing accurate supporting documentation, reconciliations, and clear explanations when required.
• Support internal controls, audits, and compliance by maintaining complete, accurate, and traceable financial records.

• Matric
• Advantageous Diploma in administration or similar
• 3 years relevant experience in a similar role
• Self -motivated
• Good communication with all stakeholders.
• Adaptable and flexible to change management.
• Strong organisational, coordination, and planning skills
• High attention to detail with strong administrative discipline
• Commercial awareness with a cost-conscious and efficiency-driven mindset
• Strong stakeholder, supplier, and service provider management capability
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Advanced Proficiency in MS Excel and document management systems
• High levels of integrity, professionalism, discretion, and confidentiality