Role Overview
The Team Administrator delivers comprehensive administrative support to Sub-Team Leaders and operational functions, ensuring consistency, accuracy, and efficiency across daily workflows. This role is essential in maintaining structured operations through careful planning, clear communication, and strict adherence to internal protocols.
Key Responsibilities
- Coordinate and maintain calendars for Sub-Team Leaders, including scheduling meetings, travel, and conferences, while proactively tracking upcoming commitments.
- Prepare and distribute meeting agendas, follow up on action items, and compile necessary documentation in advance.
- Ensure recurring meetings are scheduled and maintained, with timely reminders and updates as needed.
- Take accurate minutes during meetings, manage internal correspondence, and handle incoming calls with discretion.
- Organise and maintain electronic mailboxes, including setting up automated responses and managing shared inboxes.
- Develop and update administrative databases, including project manuals, supplier directories, and compliance records.
- Update and monitor the Vantage system with accurate vendor details, project data, and opportunity tracking.
- Support timesheet processing, monitor overtime, assist with approvals, and contribute to weekly reporting cycles.
- Manage travel logistics, foreign exchange arrangements, and prepare travel kits, presentations, and installation materials.
- Coordinate room bookings and prepare for conference calls, client visits, and official hospitality events.
- Ensure all activities align with internal procedures and uphold professional standards across the organisation.
- Provide limited personal administrative support when necessary, such as managing private appointments or errands.
- Review and update document templates, ensuring compliance with office policies and formatting standards.
- Track deliverables, project timelines, and team calendars to support planning and accountability.
- Administer SACAP/IID compliance tasks, including CPD point tracking, fee renewals, and follow-up on outstanding actions.
- Assist in preparing RFP responses, fee estimates, and resource planning documentation.
- Collaborate with Finance on annual forecasting coordination and data collection.
Required Qualifications
- Demonstrated precision and reliability in handling detailed tasks and documentation.
- Ability to manage sensitive information with confidentiality and professionalism.
- Strong command of written and spoken English, with excellent grammar, spelling, and proofreading skills.
- Proficiency in Microsoft Office applications and experience with database management systems.
- Skilled in organising workflows, setting priorities, and meeting deadlines under pressure.
- Effective interpersonal skills with the ability to engage professionally at all organisational levels.
- Proven experience in minute-taking and high-speed typing.
- Self-motivated with the initiative to anticipate needs and act proactively within a team setting.
- Calm and composed when managing multiple tasks under tight timelines.
- Flexibility to work beyond standard hours when required, including occasional weekends.
- Consistent demonstration of professionalism in all interactions and responsibilities.
Technical Environment
Microsoft Office Suite, Vantage system
Work Mode
This role is based in Cape Town and requires on-site presence to support real-time administrative coordination and team operations effectively.
