Office Administrator

CEMZA is seeking a highly organised, proactive and detail-oriented Office Administrator to ensure the smooth and efficient day-to-day operation of the office. The successful candidate will provide administrative support to senior management, coordinate office and facilities management, oversee health and safety compliance, and manage various administrative functions relating to sales, fleet, IT inventory, travel and documentation.

The ideal candidate must be able to multitask, work independently, manage competing priorities and ensure that all administrative responsibilities are completed accurately and within the required deadlines.

• - Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and applicable legislation.
• - Ensure that office facilities meet all relevant health and safety regulations and standards.
• - Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed.
• - Develop and maintain emergency procedures and ensure that fire drills are conducted as required.
• - Ensure that statutory health and safety training is completed and that Health and Safety Representatives are appointed where required.
• - Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and relevant records are kept up to date.

• - Manage and prioritise the Chairman's/COO's calendar, ensuring that all meetings, appointments, deadlines and engagements are accurately scheduled.
• - Prepare and distribute meeting agendas, reminders and supporting documentation to ensure effective meeting preparation.
• - Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders.
• - Ensure that management is informed of upcoming commitments and that conflicting appointments are managed appropriately.

• - Plan and arrange cost-effective local and international travel, accommodation and transport for executives, employees and external visitors in accordance with company policies.
• - Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel documentation.
• - Coordinate travel arrangements for expatriates visiting head office, including accommodation and transport, and assist HR with visa extension applications when required.
• - Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings and resolve travel-related queries.
• - Monitor travel arrangements and address changes or unexpected issues to minimise disruptions.

• - Audit and verify vessel documentation to ensure accuracy, completeness and compliance with applicable regulatory and statutory requirements.
• - Coordinate the submission, tracking and follow-up of vessel documentation to ensure that operational and statutory deadlines are met.
• - Ensure that all required shipment documentation is reviewed and signed by the CEO/COO where necessary.
• - Maintain accurate records of vessel and shipment documentation and follow up on outstanding documents to prevent delays.

• - Maintain an accurate and up-to-date inventory of company IT equipment, ensuring proper allocation, tracking and record-keeping.
• - Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support business operations.
• - Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic licences, and ensure that payments are made on time.
• - Ensure sufficient software licences are available when required and coordinate licence additions, renewals and cancellations as necessary.
• - Maintain records of IT assets and assist…