Office Assistant (Part-time)

Vera Solutions

Jan 6

Applications are closed

Job
Full-time
Junior & Mid Level
People, HR & Administration
Facilities Management
Cape Town

Requirements

Previous experience working as an Office Assistant, Office Coordinator or other relevant position
Previous experience with facilities management
Technical aptitude and confidence with Google Suite, Microsoft Office Suite, etc.
Good practical experience with office equipment
Demonstrated interest and experience in maintaining a good work environment for Vera staff
Fluency in English language (spoken and written)
Strong organizational and planning skills
Positive, supportive attitude
Able to work independently
Able to go into office daily (Claremont)
Bachelor’s degree in Business Administration or a related field
Demonstrated interest in social sector or related fields

Responsibilities

Monitor and coordinate all maintenance services (internet, air conditioning, security, etc.) including preventive/periodic maintenance checks
Determine 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 repairs
Handle 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 mail
Manage the office budget (including utilities consumption)
Handle insurance-related tasks (policy renewal, invoicing surveys, documentation, etc.)
Execute monthly expense report related to credit card expenditures
Process the office lease renewal with the property owner (Landlord)
Oversee 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)
Procure weekly office supplies, such as snacks, based on inventory levels and demand, and ensure proper storage of all items
Purchase new equipment (such as laptops, monitors, electrical devices, etc) followed by installation when required
Purchase cleaning / stationary supplies (monthly)
Oversee the Health and Safety policies, procedures and local surveys in compliance with local legislation
Create and update document that defines “Office General Rules/Guidance for Staff”
Reception tasks (visitor’s management including pertained budget/approvals)
Organize company events
Welcome new hires on first day and inform new hires about office guidelines and rules
Maintain a positive working relationship with the property owner (Landlord) in order to address inquiries and resolve property related matters
Provide support to all staff to ensure that the office remains a positive and productive work environment
Manage assigned parking rotation

FAQs

What is the job title for this position?

The job title is Office Assistant (Part-time).

What are the working hours for this position?

The Office Assistant position is part-time, requiring an average of 20 hours per week.

Where is the office located?

The office is located in Cape Town, specifically in Claremont.

What is the annual base salary for this position?

The annual base salary for the Office Assistant position is R208,300.

What are the primary responsibilities of the Office Assistant?

The primary responsibilities include managing facilities and maintenance, handling administrative tasks, overseeing procurement of office supplies, and ensuring a positive work environment.

What qualifications are required for this position?

Essential qualifications include previous experience as an Office Assistant or Office Coordinator, facilities management experience, and strong organizational and planning skills. Fluency in English is also required.

Are there any desirable qualifications for this position?

Yes, a Bachelor’s degree in Business Administration or a related field and demonstrated interest in the social sector are considered desirable qualifications.

What benefits does this position offer?

Benefits include paid time off, healthcare coverage, retirement plans, wellness leave, and participation in the Employee Incentive Plan.

How can I apply for the Office Assistant position?

You can complete an online application by attaching your CV or contact jobs@verasolutions.org for additional information.

Does Vera Solutions support diversity and inclusion?

Yes, Vera Solutions is committed to fostering a diverse and inclusive environment and encourages applicants from underrepresented backgrounds to apply.

Vera Solutions

Data Solutions for Social Change | Certified B Corporation® | Salesforce partner since 2011

Consulting

Industry

51-200

Employees

2010

Founded Year

Mission & Purpose

Vera Solutions is a global consulting firm that provides technology and data management solutions to non-profit organisations and social enterprises. Their ultimate mission is to empower these organisations by enabling them to harness data and technology to enhance their impact and operational efficiency. The company's purpose is to deliver tailored solutions that support their clients in monitoring, evaluating, and improving their programmes and services, thus driving positive social change through effective data use and strategic technology integration.