Office Administrator And Support

Description

Zutari: Co-creating an engineered impact.

Zutari is a well-established, management-owned engineering firm with almost 90 years' experience. As human-centered engineering consultants and advisors, we are trusted by our clients, business partners, communities and other stakeholders across Africa.

We co-create engineering solutions that have a positive impact and improve people's lives. Zutari values inclusion and recognizes the importance of a diverse, talented workforce, believing that people need other people to succeed.

What kind of talent do we pursue?

We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.

Role Responsibilities

• Administrative Oversight: Manage day-to-day office operations to ensure a smooth and efficient workflow. This includes organizing office layout, overseeing maintenance, and ensuring a tidy and professional office environment.
• Team Coordination and Support: Act as the primary point of contact for employees, providing administrative support and facilitating communication among teams. Schedule and coordinate meetings, and appointments, and manage office calendars.
• Inventory and Supplies Management: Monitor and maintain office supplies inventory, placing orders as needed to prevent shortages. Coordinate with suppliers and vendors to ensure timely deliveries and cost-effective purchasing.
• Facilities Management: Oversee maintenance and repair of office equipment, liaise with building management, and manage any office-related upgrades or renovations. Ensure all facilities comply with health and safety standards.
• Event and Meeting Coordination: Organize and coordinate office events, meetings, and workshops. This includes handling logistics, arranging catering if necessary, and ensuring all participants have the required information.
• Compliance and Documentation: Maintain office policies and procedures, ensuring compliance with company standards. Keep accurate records, handle confidential information responsibly, and maintain office-related documentation.
• IT and Equipment Management: Coordinate with IT support to resolve any technical issues, manage office equipment, and ensure that employees have access to necessary technology.
  
  
  

Minimum Requirements

• Education: Bachelor’s degree in Business Administration or similar, Office Management, or a related field. Equivalent experience may also be considered in place of formal education.
• Experience: At least 3–5 years of proven experience in office management, administrative support, or a related role. Experience in managing office operations and facilities is preferred.
• Organizational Skills: Strong organizational and multitasking abilities, with attention to detail and the capacity to prioritize tasks in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills. Ability to effectively communicate with team members, vendors, and clients at all levels.
• Computer Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software tools.
• Problem-Solving Abilities: Ability to anticipate needs, proactively resolve issues, and adapt to changing situations. Strong troubleshooting skills for managing office-related challenges.
• Interpersonal Skills: Ability to build and maintain positive relationships with employees, vendors, and stakeholders. Strong customer service orientation.
• Time Management: Capable of handling multiple priorities, meeting deadlines, and ensuring projects are completed on time.
• Professionalism and Discretion: Demonstrates a high level of professionalism and discretion, particularly when handling confidential or sensitive information.
• Health and Safety Awareness: Familiarity with office health and safety regulations and protocols.
  
  
  

Skills, And Characteristics (add If Applicable)

• Organizational Skills: Ability to manage multiple tasks, maintain office order, and streamline processes for efficiency.
• Time Management: Skill in prioritizing tasks, meeting deadlines, and managing schedules effectively in a fast-paced environment.
• Communication Skills: Strong verbal and written communication skills to interact with team members, management, vendors, and clients.
• Problem-Solving Skills: Proficiency in identifying issues, developing solutions, and making quick decisions to resolve office-related challenges.
• Attention to Detail: High level of accuracy in managing office records, supplies, financials, and documentation.
• Customer Service Orientation: Strong interpersonal skills to provide a welcoming atmosphere and ensure positive experiences for employees, clients, and visitors.
• Technical Proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software, such as ERP or HRIS systems.
• Project Management: Ability to plan and execute office projects, such as events, upgrades, or relocations, while managing resources and timelines.
• Adaptability: Flexibility to handle changing demands and tasks, as well as the ability to remain calm under pressure.
• Leadership and Team Collaboration: Capability to guide and support team members, delegate tasks, and foster a collaborative work environment.
• Health and Safety Knowledge: Familiarity with health and safety standards to maintain a safe workplace environment.
• Discretion and Professionalism: Maintaining confidentiality, managing sensitive information responsibly, and demonstrating a high level of professionalism.
• Self-Motivation: Proactive approach to identifying office needs, initiating improvements, and maintaining high standards of office management.
  
  
  

We believe that a diverse workforce is key to our business success. We seek the best people for our jobs based on their skills, qualifications, and experience. We embrace the principle of equal opportunity in employment and work towards eliminating all forms of unlawful discrimination in our employment practices. In support of diversity and the equal opportunity principle, preference will be given to individuals from designated groups in South Africa.