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Secondments

OFFICE ADMINISTRATOR - SATELLITE (CAPE TOWN)

Secondments

  • R00 per month
  • Permanent Junior position
  • Cape Town CBD
  • Posted 29 Aug 2025 by Secondments
  • Expires in 34 days
  • Job 2620940
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About the position

Job purpose:

Support the delivery of a consistently excellent customer experience acting as the first point of client contact at the provincial office.

In addition, responsible for the daily handling and reconciliation of petty cash and financial and general administrative duties to support the Provincial Head and other staff in accordance with established procedures, guidelines and schedules.

Daily activities within the Satellite Office include reception, switchboard,and asset management reception, switchboard, record management,internal meetings scheduling, minutes taking, office budget inputing & monitoring, support Relationship Managers with account management administrative tasks, client appointment & meetinings scheduling , asset management. Office stakeholder events co-ordination and using internal systems such as Onbase, creating BP numbers and contracts on SAP.

Key Performance Areas

Office administration and secretarial duties

  • Maintain office filing and storage systems and keep filing / document management system up to date.
  • Create list of documents to be destroyed as part of the annual document clean-up process.
  • Monitor and order office supplies such as stationery & refreshments etc.
  • Maintain supplier vendor list.
  • Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
  • Perform errands that assist daily functions e.g. post office and banking.
  • May be required to perform additional secretarial duties.

Support needs of Provincial Manager where required:

  • Coordinate and manage schedule, including meetings, appointments, and travel arrangements.
  • Arranged necessary requirements for meetings or events occuring at Satellite office.

Support Banking Team:

  • Check the intranet and update CRM in support of leads management for the Satellite Office.
  • Scan client loan and grant application supporting documents.
  • Save supporting documents on Onbase for relevant client file.

Perform reception and switchboard function

  • Meet and greet clients, ensuring that clients are directed to the appropriate individual.
  • Answer telephones, direct calls, take messages and return calls as appropriate.
  • Responsible for directing of general queries to the appropriate individual.
  • Events management and external stakeholder management
  • Coordinate events with internal and external stakeholders where required and scheduling events ensuring they align with both internal and external stakeholders.
  • Serving as the primary point of contact for all external stakeholders.
  • Sending invitations, confirmations, and follow-up communications to participants.

Being a champion of governanace and reporting

  • Champion governance and compliance by ensuring reporting documentation is done correctly.
  • Ensuring that all governance-related documents are properly maintained and accessible.

Support financial and payroll administration

Asset Control and Purchase

  • o Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
  • o Periodically conduct stock take and update records to ensure balancing.

Payment Requests

  • Prepare request for payments requisition together with supporting documentation; i.e. invoices, reports, memos, letters, client (financial statements) and other documents, as directed by the Provincial Head, send requests for payments where required to head Office.
  • Provide documentation sourced from files and records as requested.
  • Provide information for auditing purposes as directed by Provincial Head.
  • Update all the relevant registers.
  • Perform procurement related activities.
  • Support fleet management.
  • Manage Petty Cash.
  • Accounts payables.
  • Journal requests.

Effective and efficient management of the company records in on-site and off-site storage in accordance to legislation and the banks policies and procedures.

Records Management

  • Ensure proper storage of records on-site in accordance with legislation and Conpany's policies.
  • Ensure effective inventory lists are available for records assets on-site for efficient tracability of records.
  • Monitor and document records transferred to off-site storage to ensure accountability and tracability of records when needed.
  • Monitor and document retrieved records from off-site storage and record tracking to ensure accountability and records tracability at all times.

Continued tracking and management of records in accordance to Company's Retention Schedule, effective records monitoring of the required retention and the subsequent destruction process thereafter

  • Manage and apply the records retention process on site in accordance to legislation and company's policies and retention schedule
  • Apply for required disposal permission and ensure effective management of the subsequent disposal of records including the proof of destruction certification process thereafter.

Preferred Minimum Education and Experience

  • Relevant office or business administration certification or Relevant diploma
  • Experience in administration in a similar position - 2 years

Desired Skills:

  • Administrative
  • Computer Literacy
  • Communication
  • Co-ordination
  • Reporting
  • Interpersonal
  • Planning
  • Problem solving
  • Writing
  • Critical Thinking
  • Active Listening

Desired Work Experience:

  • 2 to 5 years

Desired Qualification Level:

  • Diploma

Apply Now

Secondments

About the agency

Uniquely positioned to address your skills shortages, Secondments specialises in placing high-quality candidates in permanent, contract, project and interim management positions. We believe in creating synergy with our clients by building sound business relationships which enhance our understanding of their business and needs. Using a managed, controlled recruitment process, we are able to match the staffing needs of their organisations with suitably talented secondees. Our pool of professionals have a range of skills, both generic and specialist. These candidates, all of whom have verified education levels and experience, are available from two weeks to longer periods, depending on client needs. And if we do not have exactly the right fit for the role, we will source the best candidate. We are dedicated to providing a seamless, turnkey solution to ensure our clients get the right person, in terms of skill and integrity, at the right time to fulfil their organisational needs. Notwithstanding the name change due to the acquisition of Ernst & Young’s Advisory Secondments business to Secondments, the business has been in existence since 2003. The business was acquired as a going concern with the full staff complement, including all clients. This change broadens the scope of clients that Secondments can offer services to. Following a successful 13-year working relationship with Ernst & Young (EY), Siphiwe Dondolo, Jayson Theron and Carl Endenburg acquired the global audit and advisory firm’s secondment portfolio. Secondments started trading on 1 April 2015 with the full support of the EY Africa Executive Committee. Secondments works across South Africa, Africa, the United Kingdom, Ireland and the United Arab Emirates (UAE). We support our clients through a sophisticated talent pool of associates, working regularly with colleagues across international borders. Our candidates can assist in the finance, risk, IT/technology, human resources (HR), management consulting, operations and supply chain fields – across a number of sectors – including: • Financial Services (Banking, Insurance and Private Equity) • Oil and Gas • Construction • Power and Utilities • Public Sector and Government • Health • Mining and Metals • Consumer Products and Retail • Technology, Media and Telecommunications • Automotive Broad-Based Black Economic Empowerment (B-BBEE) Secondments is a 51% black-owned Level 2 B-BBEE organisation, one of the few specialist recruitment consultancies that are a true Level 2 B-BBEE provider. Eleven per cent (11%) of our company is now in the hands of a Black Ownership Trust, making a real difference to previously disadvantaged individuals. We opted for this in the belief that it would make a significant impact rather than benefit a select few. We are determined not to pay mere lip service to Black Economic Empowerment (BEE). Our Managing Director (MD), Siphiwe Dondolo, owns 40% of the business and was with EY for 9 years prior to moving over to Secondments as a shareholder and as the MD. OUR SERVICES As Secondments, we are confident we have the right combination of people, methodology, best practices and technologies to ensure we deliver seamless, efficient and effective services. These are based on a solid foundation of integrity, excellence, professionalism, best practice and value – delivered to both clients and candidates. Client services We offer the full- service of strategic talent matching ,namely: Permanent placements Executive Search Contract placements Temporary Employment Services Project Placements Interim management position placements Executive Search Our specialised service offerings have evolved in response to our clients’ unique needs for a strategic,customisable,Executive recruitment service whose delivery is executed with excellence in mind throughout the process. Leveraging off our unique networks within the Executive landscape to tap into passive candidates,our experienced recruitment team and proven track record in the industry we are best positioned to assist our clients to fill key positions in the most timeous, professional and efficient manner. Temporary contract staff work under the supervision and direction of our clients. Secondments manages them from a planning, HR, payroll and industrial relations perspective, however, freeing clients from time-consuming administration.

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