Job Description

The purpose of the Secretary: Administration and Operations role is to provide integrated secretarial, administrative, and operational coordination support to the Administration Department and the Chief Administration Officer. The role ensures the effective, accurate, and consistent execution of office administration processes, including documentation management, record keeping, reporting, systems administration, and stakeholder coordination.



The role also provides structured administrative support to facilities and technical processes, including helpdesk administration, access control, parking administration, asset and office systems management, and Occupational Health and Safety documentation. Through comprehensive administration, coordination, and follow up, the role contributes to a safe, efficient, and well organised working environment across designated offices.

Duties and responsibilities

Provide comprehensive secretarial and administrative support to the Chief Administration Officer and the firm, including coordination and consolidation of departmental administrative duties Manage scheduling of meetings, coordinate appointments, and ensure timely preparation and distribution of meeting material Maintain structured physical and electronic filing systems, ensuring version control, confidentiality, and record integrity Compile monthly administrative reports and support internal audits and review processes Coordinate closely with secretaries to support specific partner and practice requirements including providing specialised stationery and ensuring stock control Receive, log, capture, assign, track, and close facilities and technical service requests via email and call logging platforms, including the creation quotation requests aligned with approved budget Allocate tasks to technical team members and communicate service updates, planned maintenance activities, and service disruptions to affected stakeholders Issue, manage, and monitor permanent, temporary, and loan access cards for staff and partners, including the activation of building, parking, and canteen POS access where applicable Maintain accurate access control records, coordinate with Centre Management and security service providers, and ensure access changes are processed in line with approved procedures Maintain and update floor plans, seating layouts, office directories, telephone lists, initials, and room numbers Process staff movement information received from Human Resources and update access rights, office locations, and system records accordingly Support office moves, internal relocations, and space allocation changes through accurate administrative coordination Coordinate cell phone procurement, upgrades, renewals, and allocation of devices, manage call package assignments, and maintain accurate cellular administration records Administer office assets including equipment registers, loan data devices, and specialised stationery, and coordinate parking allocation, key control, and equipment sign out processes Coordinate the renewal of vehicle licence discs, process payment of traffic fines in line with approved procedures, and maintain accurate and up to date vehicle administration records Coordinate the use of the car wash facility, including the planning, allocation, and management of usage time schedules to ensure efficient access and usage Maintain OHS registers, incident logs, inspection records, and compliance documentation, and support inspections Coordinate Occupational Health and Safety Committee activities, including monthly meetings and the planning and execution of the annual evacuation drill Act as a Fire Marshal in the event of a real emergency incident and support emergency response procedures Maintain Occupational Health and Safety training requirements and records for committee members and appointed representatives

Skills and knowledge

Strong administrative, communication, secretarial, and facilities helpdesk coordination skills Experience working with helpdesk, access control, or facilities management systems Strong proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams Financial acumen, accurate data capturing, record keeping, and reporting capability Practical understanding of office administration, access control, and facilities processes Understanding of Occupational Health and Safety administrative requirements Strong written and verbal communication skills High level of accuracy, attention to detail, and organisational ability Effective time management with the ability to manage multiple priorities Customer focused with a service excellence, professional and service-oriented approach High level of confidentiality, and reliability Ability to work independently within established procedures with strong coordination and stakeholder engagement skills

Qualification/s

Matric/ National Diploma or equivalent qualification Secretarial Diploma/Certificate (preferably legal) One to three years' experience in an office administration, facilities management, property administration, or similar coordination role Experience providing secretarial support to senior leaders is advantageous * South African Occupational Health and Safety administrative experience and exposure is advantageous