Job Title: Secretary: Administration and Operations
Location: Pretoria
Employment Type: Permanent
Reference Number: SS2601CKL01
Are you a meticulous and organized professional with a passion for operational excellence? An exciting opportunity exists for a Secretary specializing in Administration and Operations to join a dynamic team in Pretoria. This role is perfect for an individual who thrives in a fast-paced environment and is looking to provide comprehensive support to the Administration Department and the Chief Administration Officer. If you possess a keen eye for detail and a proactive approach to problem-solving, this position offers the chance to make a significant impact on the daily efficiency of a leading firm.
The core purpose of this role is to deliver integrated secretarial, administrative, and operational coordination. You will be the linchpin that ensures the smooth execution of office administration processes. This includes meticulous documentation management, accurate record-keeping, detailed reporting, and effective stakeholder coordination. Beyond traditional secretarial duties, this position extends into the realm of facilities and technical support. You will manage helpdesk administration, oversee access control systems, coordinate parking allocations, and maintain asset and office systems. Furthermore, you will play a vital role in upholding Occupational Health and Safety standards by managing crucial documentation. Through your comprehensive efforts, you will directly contribute to maintaining a safe, efficient, and exceptionally well-organized working environment across the designated offices.
Key Duties and Responsibilities
In this multifaceted role, your responsibilities will span a wide range of administrative and operational functions. You will provide top-tier secretarial support to the Chief Administration Officer, which includes managing a complex calendar of meetings and appointments. You will ensure that all meeting materials are prepared and distributed in a timely manner, demonstrating a high level of foresight and organization. Maintaining both physical and electronic filing systems with strict version control and confidentiality will be a cornerstone of your daily activities. You will also be tasked with compiling monthly administrative reports and providing crucial support during internal audits and review processes.
Your coordination skills will be essential as you work closely with other secretaries to support specific partner and practice requirements. This includes managing specialized stationery and ensuring rigorous stock control. A significant portion of your role will involve managing the facilities helpdesk. You will receive, log, and track service requests via email and call logging platforms, creating quotation requests that align with approved budgets. You will be responsible for allocating tasks to technical team members and communicating essential service updates and planned maintenance activities to all affected stakeholders.
Access control and office administration form another critical pillar of this position. You will issue and manage access cards for staff and partners, coordinating with Centre Management and security providers to ensure seamless access to buildings, parking, and canteen facilities. Maintaining accurate access records and updating floor plans, seating layouts, and office directories will be a regular task. You will process staff movement information from Human Resources, updating access rights and system records to reflect new office locations. Supporting internal relocations and space allocation changes through precise administrative coordination will ensure minimal disruption to the workforce.
Your administrative scope will also encompass cellular and vehicle management. You will coordinate cell phone procurement, upgrades, and allocations, managing call packages and maintaining detailed cellular administration records. Administering office assets, from equipment registers to loan devices, will be part of your remit, as will coordinating parking allocation, key control, and equipment sign-out processes. You will manage the renewal of vehicle license discs and the processing of traffic fines, ensuring all vehicle administration is accurate and up to date. Even the coordination of the car wash facility schedule will fall under your capable hands, ensuring efficient access for all users.
A paramount responsibility is the coordination of Occupational Health and Safety. You will maintain all OHS registers, incident logs, and compliance documentation, actively supporting inspections. You will coordinate the activities of the OHS Committee, including monthly meetings and the critical planning and execution of the annual evacuation drill. Acting as a Fire Marshal during an emergency, you will support response procedures and ensure all training requirements and records for committee members are meticulously maintained.
Candidate Requirements
To excel in this role, you must possess a robust blend of skills and experience. Strong administrative, communication, and secretarial abilities are non-negotiable, alongside proven experience in facilities helpdesk coordination. Familiarity with helpdesk, access control, or facilities management systems is essential. You must demonstrate strong proficiency in the full Microsoft Office Suite, including Word, Excel, Outlook, and Teams. Financial acumen for accurate data capturing and reporting is required, as is a practical understanding of office administration and facilities processes. A solid grasp of OHS administrative requirements will be highly advantageous.
The ideal candidate is a paragon of accuracy and attention to detail, with exceptional organizational abilities. You will be an effective time manager capable of juggling multiple priorities without sacrificing quality. A customer-focused mindset, characterized by service excellence and a professional approach, is vital. You must handle all matters with the highest level of confidentiality and reliability. The ability to work independently within established procedures, while also demonstrating strong coordination and stakeholder engagement skills, is key to success.
Qualifications and Experience
The minimum educational requirement is a Matric certificate or a National Diploma equivalent. A Secretarial Diploma or Certificate, preferably with a legal focus, is highly desired. Candidates should have between one and three years of experience in an office administration, facilities management, property administration, or a similar coordination role. Experience providing dedicated secretarial support to senior leaders is advantageous. Furthermore, any exposure to or experience with South African Occupational Health and Safety administration will be considered a significant plus.
This is a permanent position offering a market-related salary. If you are a skilled and dedicated professional looking to contribute to a well-organized and efficient office environment, we encourage you to apply for this rewarding opportunity in Pretoria.
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