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Office Administration Controller, Durban

-29.8618 31.0099
Durban, South Africa
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Description

Office Administration Controller
Role Purpose

To ensure the efficient, compliant, and cost-effective delivery of general administration, facilities and contract services, travel coordination and commercial finance administration.
The role contributes to operational excellence, strong supplier performance, disciplined cost control, and the maintenance of a professional, well-managed working environment across the organisation.

Key Responsibilities
General Administration

Organise and fully coordinate visitor requirements as and when required, confirming all logistical arrangements in advance and ensuring timely and seamless execution.
Schedule, manage, and maintain company calendars, meetings, and key internal and external events.
Manage Company Pool Vehicles, including registers, usage controls, service scheduling, and adherence to company vehicle policies.
Provide driving support when required for expatriates, employees, or the collection and delivery of official company documents.
Coordinate logistics for internal and external events, including venue arrangements, catering, access control, and scheduling.
Co-ordinate support and manage stationery, safety boots, and uniform issuing, including stock control, distribution, reorder levels, and cost control, maintaining accurate inventory records.
Coordinate kitchen sundries requirements, including tea and coffee requests with the canteen service provider.
Monitor and arrange water refills and top-ups to ensure uninterrupted supply.
Provide comprehensive administrative support to Senior Management, including meeting scheduling, document preparation, correspondence, and ad-hoc administrative support.
Process business card requests end-to-end, including obtaining quotations, managing approvals, placing orders, and overseeing delivery.
Prepare and distribute employee birthday messages and gifts in line with company initiatives and organisational culture.
Maintain accurate and up-to-date digital records and documentation on central drives to ensure ease of retrieval and audit readiness.
Act as a primary point of contact for general administrative enquiries across the organisation, ensuring professional and timely responses.
Submit supplier invoices for payment, ensuring accuracy, completeness, and compliance with internal Finance requirements.
Coordinate foreign payments, including the preparation and submission of SARS clearance documentation where required.

Facilities, Assets & Contract Services Management

Oversee cleaning, canteen, garden, and security services, ensuring compliance with company policies, procedures, and agreed service standards.
Ensure all contracted services adhere to agreed daily work schedules and deliver services in line with contractual requirements.
Monitor cleaning schedules, hygiene standards, and the availability of consumables, including soap, sanitiser, and paper products.
Manage contractor and service provider relationships, providing structured performance feedback, escalating issues where required, and ensuring ongoing SLA compliance.
Manage employee access cards and visitor passes, liaising with security service providers as required.
Manage biometric access systems, including loading and terminating door access permissions, maintaining accurate access records, and coordinating the ordering and replacement of biometric equipment.
Maintain the Asset Register with complete, accurate, and up-to-date documentation, including asset acquisition details, maintenance records, warranties, service contracts, utilisation, and disposal.
Support office equipment, furniture, and disposables in accordance with quality standards, cost requirements, governance controls, and ethical principles.
Track the full asset lifecycle from acquisition to disposal, supporting planning for replacements and upgrades.
Monitor monthly purchasing and energy costs against approved budgets and forecasts, highlighting variances where applicable.
Identify, recommend, and support the implementation of efficiency improvements and cost-reduction opportunities.
Coordinate office and facilities maintenance requirements, ensuring all service requests are executed timeously and formally closed.
Monitor service levels for contracted providers
Coordinate guest arrangements, including refreshments and lunch logistics.
Manage internal notice boards, including monthly birthday communications and plant address updates.
Provide ad-hoc HR administrative support when required.
Support Finance with credit limit increase requests where required.

Travel & Mobility Management

Arrange and manage all flight and hotel bookings in line with company travel policies, cost controls, and timing requirements.
Handle urgent or last-minute travel changes efficiently, ensuring minimal disruption and clear communication with all stakeholders.
Manage accommodation changes and cancellations, communicating updates promptly to relevant stakeholders.
Coordinate car rentals, including vehicle specifications, collection and return arrangements, extensions, and replacements.
Resolve car rental-related issues, including support for expatriates.
Arrange approved mobile devices and connectivity requirements, liaising with service providers and ensuring timely delivery and handover.

Commercial & Finance Administration

Process invoices and quotations and perform basic cost analyses in line with Finance department requirements.
Collect, verify, and accurately document all invoices and supporting financial documentation.
Record and track expenses in Excel, ensuring accurate allocations, cost centres, vendor numbers, and transaction dates.
Support the development, monitoring, and control of budgets while maintaining operational effectiveness.
Respond to Finance queries by providing accurate supporting documentation, reconciliations, and clear explanations when required.
Support internal controls, audits, and compliance by maintaining complete, accurate, and traceable financial records.

Key Competencies

Matric
Advantageous Diploma in administration or similar
3 years relevant experience in a similar role
Self -motivated
Good communication with all stakeholders.
Adaptable and flexible to change management.
Strong organisational, coordination, and planning skills
High attention to detail with strong administrative discipline
Commercial awareness with a cost-conscious and efficiency-driven mindset
Strong stakeholder, supplier, and service provider management capability
Ability to manage multiple priorities and deadlines in a fast-paced environment
Advanced Proficiency in MS Excel and document management systems
High levels of integrity, professionalism, discretion, and confidentiality

Highlights

Company name

G-Core Capital
Job position

Office Administration Controller

Ad ID:

8745340344
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