Office Administrator

Position:
Office Administrator

Region:
Cape Town

Salary: R12,000 - R15,000 CTC

Type of employment:
Full time

Office Administrator Supporting Fire Services SA is seeking a highly organised and proactive Office Administrator / Personal Assistant to provide executive-level administrative, coordination, and operational support. This role is central to keeping the organisation running smoothly by managing travel, administration, project coordination, and communication across internal and external stakeholders. The successful candidate will act as a key support function, ensuring that deliverables are tracked, timelines are met, information flows efficiently, and operational details are handled accurately and professionally.

• Manage and coordinate travel arrangements, accommodation, and logistics for the Organisation
• Assist with diary management, meeting coordination, and scheduling for Head of SFS-SA and Stakeholder Manager
• Prepare agendas, minutes, documentation, and follow‑ups for meetings where required
• Act as a trusted point of coordination to ensure smooth day‑to‑day operations

• Ensure invoices and claims are accurate, complete, and submitted timeously
• Liaise with the accounting office and back‑office service providers regarding invoices, payments, and supporting documentation
• Maintain organised electronic filing systems and records
• Draft correspondence, emails, and administrative documents
• Support compliance with internal administrative and reporting processes

• Assist with project‑related research and information gathering
• Track project deliverables, including required reports, and supporting information from implementing partners
• Monitor timelines and follow up with relevant parties to ensure deadlines are met
• Maintain basic tracking tools or registers for projects and deliverables
• Support reporting requirements for funders and stakeholders by ensuring information is complete and submitted on time

• Liaise professionally with implementing partners, service providers, and internal and external stakeholders
• Support effective communication between the Head, funders, partners, and the Stakeholder Manager
• Follow up on outstanding information, documentation, and actions

• Matric / Grade 12 qualification (essential)
• Minimum of four (4) years’ experience in an office administrative, PA, or office support role
• Excellent computer literacy, including Microsoft Office (Word, Excel, Outlook), CRM advantageous
• Excellent organisational and time‑management skills
• High attention to detail and accuracy
• Excellent written and verbal communication skills
• Excellent in English
• South African or valid work permit

• Experience working in a non‑profit organisation (NPO) or small organisation environment
• Exposure to project coordination or programme support
• Experience liaising with accounting or finance offices
• Experience coordinating various activities simultaneously

• Highly organised, proactive, and reliable
• Able to communicate effectively at different levels
• Able to manage multiple tasks and shifting priorities
• Self‑starter
• Comfortable working independently in a lean organisation or as part of a team
• Professional, discreet, and trustworthy
• Strong follow‑through and problem‑solving ability

Please send your 2‑page CV to (Use the "Apply for this Job" box below). before midnight on 12th March 2026.

If you are not contacted within 2 weeks after the Final date to receive applications, please consider your application unsuccessful. Thank you for considering joining the SFS‑SA Team.