The Role
Oversee daily office operations, facilities, suppliers, procurement, budgets, inventories, employee onboarding and offboarding, workplace safety, compliance records, executive administration, travel coordination, events, and internal support. The role manages office resources, contractors, service providers, records, correspondence, and employee assets while maintaining a professional and well-functioning workplace.
Summary Generated by Built In
Location: Durbanville, Cape Town, South Africa
Employment Type: Permanent, Full-Time
Work Arrangement: Office-Based 08h00 - 17h00
Reports To: CEO
Office Operations & Facilities Management
- Oversee the day-to-day operation of the office.
- Coordinate maintenance contractors, service providers and landlord relationships.
- Manage office facilities, equipment, utilities and security.
- Maintain office inventories and asset registers.
- Monitor office-related expenditure and budgets.
- Ensure communal areas remain professional, functional and well maintained.
- Coordinate onboarding, role changes and offboarding processes.
- Manage the Joiner-Mover-Leaver (JML) process across departments.
- Coordinate system access requests and removals with IT and system owners.
- Track company assets issued to employees and ensure their return.
- Support induction and orientation activities for new employees.
- Maintain administrative records relating to employee movements.
- Source suppliers and obtain quotations.
- Raise purchase orders and coordinate approvals.
- Manage office supplies and consumables.
- Negotiate pricing and service agreements where appropriate.
- Monitor supplier performance and service delivery.
- Coordinate occupational health and safety activities.
- Maintain compliance records and documentation.
- Support audits, inspections and corrective actions.
- Assist with workplace compliance requirements and risk management activities.
- Coordinate meetings, travel arrangements and administrative support activities.
- Manage incoming correspondence, deliveries and courier services.
- Maintain filing systems and company records.
- Prepare reports, presentations and operational documentation.
- Record and distribute meeting minutes when required.
- Coordinate staff events and workplace initiatives.
- Support a positive and professional office environment.
- Assist with internal communication and administration projects as required.
Requirements
Qualifications & Experience
Essential
Essential
- Diploma or degree in Business Administration, Office Management or a related field.
- Minimum of 5 years' experience in office management, operations coordination or administrative management.
- Experience coordinating employee onboarding and offboarding processes.
- Experience managing suppliers, facilities and office administration.
- Valid South African driver's licence and own transport.
- Exceptional organisational and planning skills.
- Strong attention to detail.
- Excellent written and verbal English communication skills.
- Ability to handle confidential information with discretion.
- Strong stakeholder management and customer service skills.
- Sound problem-solving and decision-making capability.
- Ability to manage multiple priorities and deadlines.
- Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, Teams and PowerPoint.
- Ability to work independently while collaborating effectively across departments.
BenefitsApplication Instructions
Please submit your CV and a short motivation letter. Please included the names, email addresses and telephone details of three referees we may contact.
Only shortlisted candidates will be contacted. If you do not receive feedback within six weeks of the closing date, please consider your application unsuccessful.
- All shortlisted candidates may be required to participate in relevant skills assessments and psychometric tests as part of the selection process.
- Applications will only be considered after the closing date or if they comply with at least the minimum requirements.
- Ms Hannah Boast [email protected], for application-related enquiries.
- AOSIS is committed to equality, employment equity and diversity. In accordance with the Employment Equity Plan of AOSIS and its Employment Equity goals and targets, preference may be given but is not limited to candidates from under-represented designated groups.
- All candidates who comply with the requirements for appointment are invited to apply.
- All candidates agree to undergo verification of personal credentials and criminal and credit checks (if applicable).
- AOSIS reserves the right not to fill the advertised positions.
- Applicants should be South African citizens, permanent residents with a bar-coded ID, or possess a valid work visa or permit.
Skills Required
- Diploma or degree in Business Administration, Office Management, or a related field
- Minimum of 5 years of experience in office management, operations coordination, or administrative management
- Experience coordinating employee onboarding and offboarding processes
- Experience managing suppliers, facilities, and office administration
- Valid South African driver's licence and own transport
- Exceptional organisational and planning skills
- Strong attention to detail
- Excellent written and verbal English communication skills
- Ability to handle confidential information with discretion
- Strong stakeholder management and customer service skills
- Sound problem-solving and decision-making capability
- Ability to manage multiple priorities and deadlines
- Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint
- Ability to work independently while collaborating effectively across departments
- Valid work authorization in South Africa as a citizen, permanent resident, or work visa/permit holder
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The Company
What We Do
AOSIS is a Cape Town, South Africa-based open-access scholarly publisher. It provides open-access publishing services for scholarly journals according to international standards, and publishes open-access scholarly books. The company also develops custom interactive eLearning solutions and is a certified Moodle Partner. Its publishing history includes the journal Koedoe and the scholarly book Honderd Jaar Kerk en Teologiese Opleiding: 'n Kroniek van die Hervormde Kerk.
