Location: Cape Town (Claremont)Part-time: 20 hours per week on averageAnnual Base Salary: R208 300Check out our values-driven benefits below!Join our innovative, global team using technology to transform the way the social sector engages with data.
We run on passion, blending diverse skill sets and experiences with a collective mission to help organizations tackle challenges and achieve greater impact.
We encourage all staff to push their own boundaries and drive the company in exciting new directions.Position OverviewThe Office Assistant's primary focus will be to establish office procedures to ensure maximum efficiency and an energizing, supportive environment.
You will be responsible for monitoring and coordinating maintenance services, overseeing facilities, and managing office space and utilities.
The Office Assistant will also be responsible for managing the office budget, handling legal documentation, processing lease renewals, and overseeing insurance matters.We're looking for someone who demonstrates strong organizational and planning skills.
The ideal candidate will have a positive and supportive attitude, and excellent written and verbal communication skills.
We want someone with a demonstrated ability to coordinate competing priorities with professionalism and enthusiasm.Primary Responsibilities:Facilities / MaintenanceMonitor and coordinate all maintenance services (internet, air conditioning, security, etc.)
including preventive/periodic maintenance checksDetermine the need for repairs or renovations based on regular inspections (overall office area, laptops, monitors, furniture, etc.
)Supervise Vera's facilities staff (cleaning, technicians, etc.
)Source vendors or approach Landlord for repairsHandle all preventive maintenance tasks (e.g.
pest control, fire extinguishers)Respond to office related emergencies in a timely manner (this may require occasionally working off-hours)Manage Vera's office space (setting-up workstations, waste disposal, security items, etc.
)Monitor the utilities monthly inspections (meter readings)Monitor office mailAdministrativeManage the office budget (including utilities consumption)Handle insurance-related tasks (policy renewal, invoicing surveys, documentation, etc.
)Execute monthly expense report related to credit card expendituresProcess the office lease renewal with the property owner (Landlord)Asset / inventory managementOversee equipment repairs (laptops, monitors, furniture, etc.
)Ensure that all billing and invoices related to facilities and insurance are accurately processed and made available to the Finance department (Accounts Payable team)ProcurementProcure weekly office supplies, such as snacks, based on inventory levels and demand, and ensure proper storage of all itemsPurchase new equipment (such as laptops, monitors, electrical devices, etc) followed by installation when requiredPurchase cleaning / stationary supplies (monthly)GeneralOversee the Health and Safety policies, procedures and local surveys in compliance with local legislationCreate and update document that defines "Office General Rules/Guidance for Staff"Reception tasks (visitor's management including pertained budget/approvals)Organize company eventsWelcome new hires on first day and inform new hires about office guidelines and rulesMaintain a positive working relationship with the property owner (Landlord) in order to address inquiries and resolve property related mattersProvide support to all staff to ensure that the office remains a positive and productive work environmentManage assigned parking rotationQualifications and ExperienceEssential:Previous experience working as an Office Assistant, Office Coordinator or other relevant positionPrevious experience with facilities managementTechnical aptitude and confidence with Google Suite, Microsoft Office Suite, etc.Good practical experience with office equipmentDemonstrated interest and experience in maintaining a good work environment for Vera staffFluency in English language (spoken and written)Strong organizational and planning skillsPositive, supportive attitudeAble to work independentlyAble to go into office daily (Claremont)Desirable:Bachelor's degree in Business Administration or a related fieldDemonstrated interest in social sector or related fieldsHow to ApplyComplete an online application (attaching CV) here .For additional information, please contact ****** Solutions is committed to fostering a diverse and inclusive environment and encourages applicants from underrepresented backgrounds to apply.
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