Job Description

Our client, a well-established professional practice within the architecture and design industry, is seeking an Office Administrator / Personal Assistant to join their dynamic team. With over a decade of experience, the practice is known for its integrity, creativity, and commitment to delivering projects that balance innovation with practicality.
Team Dynamics
You will be joining a close-knit, professional team that places a strong emphasis on precision and excellence. The environment is supportive yet detail-driven, where collaboration and accountability are highly valued. Every member contributes positively to the group dynamic, maintaining high standards of accuracy while working together to achieve outstanding results.
Experience

• Previous experience in office administration, reception, or PA roles.
• Background in managing office operations and client-facing responsibilities.
• Experience in handling professional correspondence and scheduling.
• Exposure to municipal submissions or similar administrative processes is advantageous.

Qualifications

• Relevant qualification in office administration, business management, or related field preferred.
• Additional certifications in administration or IT systems would be beneficial.

Skills Required

• Proficiency in Office 365 (including MS Teams - essential).
• Knowledge of Sage is an advantage.
• Excellent organizational and time-management skills.
• Strong communication skills with professional written and spoken language.
• Fluent in both English and Afrikaans (written and spoken).
• Ability to multitask and work accurately under pressure.
• Team-oriented mindset with attention to detail and high standards of professionalism.

Responsibilities:
Reception & Client Interaction

• Answer incoming calls promptly and professionally.
• Welcome and assist clients, contractors, and visitors.
• Manage front desk operations, ensuring a professional and friendly first impression.

Office Administration

• Maintain filing systems and ensure documents are organized.
• Manage office supplies (stationery, kitchen stock) and place orders when needed.
• Oversee office cleanliness and coordinate with cleaning staff.
• Schedule appointments and assist with diary management.

Administrative & Technical Support

• Draft, proofread, and respond to emails with excellent grammar and professionalism.
• Prepare agendas, take minutes, and arrange meetings.
• Submit plans to municipalities via online platforms (Collaborator experience is a plus).
• Ensure smooth use of Office 365 tools (Word, Excel, Outlook, MS Teams).
• Support with Sage accounting software (advantageous).

Professional Presentation

• Maintain neat, professional office attire (not formal, but highly presentable).
• Represent the practice as the "face" of the office.

Personal Assistant Duties

• Assist with personal errands (e.g., pharmacy visits, car maintenance).
• Provide support in community liaison tasks, including answering calls and assisting with communication between the practice and local residents.
• Help optimize time management by handling tasks that free up focus for core business activities.

Kindly apply if you meet the minimum requirements. Should you not hear back from us within 2 weeks consider your application as unsuccessful.
For more information please contact:
Lientjie Kloppers

Skills Required