The Role
Manage daily office administration, time and attendance records, facilities suppliers, purchasing, reception, deliveries, compliance records, insurance, company vehicles, executive support, onboarding, payroll queries, and workplace events. The role coordinates multiple priorities across the business, maintains accurate documentation, supports finance and HR administration, and ensures a professional, well-organized office environment.
Summary Generated by Built In
Caffenu is looking for an experienced and
confident Office Administrator to keep the day-to-day administration of the
business running smoothly. Based at our warehouse reception, you’ll be the
first point of contact for Caffenu while coordinating administration across the
group, including Coffee Capsules Direct.
This is a busy role where priorities shift and
interruptions are part of the day. You’ll need to keep several tasks moving at
once, follow through reliably and be a proactive problem solver.
KEY RESPONSIBILITIES
Time and attendance administration
- Check daily clocking records, correct errors, capture leave and short time.
- Compile overtime schedules and submit accurate weekly hours information to our
- Short time processing and
conversion to unpaid leave, once confirmed with the relevant head of
department.
- Submit accurate hours
to the external HR provider.
- Office Facilitation
Office & Facilities
- Coordinate suppliers for cleaning,
maintenance, printer servicing, water and security.
- Procure consumables, including groceries,
stationery and protective equipment, within approved spend limits and
against the approved supplier list.
- Maintain stock levels of stationery, first
aid supplies and groceries across all units.
- Manage parcels, couriers and deliveries.
- Meeting room and event logistics, including
strategy days, venue and catering bookings.
- Company vehicle administration: licences,
traffic fines and service scheduling.
Reception and Front of House
- Switchboard, visitor management and first
point of contact for the business.
- Front of house hospitality for visitors.
- Prepare boardrooms for external meetings and
arrange catering where required.
- Keep the reception area professional and
presentable at all times.
Compliance and Records Administration
- Maintain the asset register, support the
annual verification, and stock take.
- Insurance administration: additions,
removals, claims paperwork and the annual renewal pack.
- Prepare BEE and
credit application documents, and keep company records complete, current, and audit-ready.
- Complete customer and supplier credit
applications and route them for approval.
- Document control and filing across the
finance and administration function.
- Assist the finance team with document
scanning and filing.
Leadership support
- Coordinate directors’ diaries and travel.
- Prepare meeting agendas, follow up actions.
- Capture expenses.
- Assist with operational administration such as scheduling counselling sessions for staff.
- Coordinate with other group entities,
including Coffee Capsules Direct, where administration overlaps.
Staff administration & Team culture
- Coordinate onboarding and offboarding logistics.
- Fixed-term contract documentation, internal communication and routine payroll
queries.
- Coordinate wellness initiatives, birthdays,
anniversaries, Team Day and the year-end function while helping to create a
connected and supportive workplace.
Requirements
What you’ll bring
- Matric.
- A valid driver’s licence and your own reliable
transport.
- Three to five years’ office administration
experience, ideally within an SME.
- Strong Microsoft 365 skills, particularly Excel,
Outlook, Teams and SharePoint.
- Experience coordinating suppliers and purchasing
office consumables.
- The ability to manage competing tasks in a busy,
interruption-heavy environment.
- Strong organisation, planning and attention to
detail.
- A proactive approach and the confidence to work
without being micromanaged.
- Professional written and verbal communication
skills.
- Mature judgement when handling confidential staff
and company information.
- Residence within a reasonable commuting distance of
Montague Gardens.
Skills Required
- Matric
- Valid driver's licence
- Own reliable transport
- Three to five years of office administration experience, ideally within an SME
- Strong Microsoft 365 skills, particularly Excel, Outlook, Teams, and SharePoint
- Experience coordinating suppliers and purchasing office consumables
- Ability to manage competing tasks in a busy, interruption-heavy environment
- Strong organisation, planning, and attention to detail
- Proactive approach and confidence working without micromanagement
- Professional written and verbal communication skills
- Mature judgement when handling confidential staff and company information
- Residence within a reasonable commuting distance of Montague Gardens
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The Company
What We Do
Lumenii is a South African talent-management company providing psychometric assessment and consulting solutions for talent acquisition, employee development, succession planning, and broader workforce management. It combines science, psychology, and technology to help organisations make better hiring and people decisions, improve performance, measure talent accurately, manage their workforce with precision, and translate assessment outcomes into positive organisational impact for sustained growth.
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