Office Administrator

Caffenu is looking for an experienced and confident

Office Administrator to keep the day-to-day administration of the business running smoothly. Based at our warehouse reception, you’ll be the first point of contact for Caffenu while coordinating administration across the group, including Coffee Capsules Direct.

This is a busy role where priorities shift and interruptions are part of the day. You’ll need to keep several tasks moving at once, follow through reliably and be a proactive problem solver.

Key Responsibilities

Time and attendance administration

• Check daily clocking records, correct errors, capture leave and short time.
• Compile overtime schedules and submit accurate weekly hours information to our
• Short time processing and conversion to unpaid leave, once confirmed with the relevant head of department.
• Submit accurate hours to the external HR provider.
• Office Facilitation

Office & Facilities

• Coordinate suppliers for cleaning, maintenance, printer servicing, water and security.
• Procure consumables, including groceries, stationery and protective equipment, within approved spend limits and against the approved supplier list.
• Maintain stock levels of stationery, first aid supplies and groceries across all units.
• Manage parcels, couriers and deliveries.
• Meeting room and event logistics, including strategy days, venue and catering bookings.
• Company vehicle administration: licences, traffic fines and service scheduling.

Reception and Front of House

• Switchboard, visitor management and first point of contact for the business.
• Front of house hospitality for visitors.
• Prepare boardrooms for external meetings and arrange catering where required.
• Keep the reception area professional and presentable at all times.

Compliance and Records Administration

• Maintain the asset register, support the annual verification, and stock take.
• Insurance administration: additions, removals, claims paperwork and the annual renewal pack.
• Prepare BEE and credit application documents, and keep company records complete, current, and audit-ready.
• Complete customer and supplier credit applications and route them for approval.
• Document control and filing across the finance and administration function.
• Assist the finance team with document scanning and filing.

Leadership support

• Coordinate directors’ diaries and travel.
• Prepare meeting agendas, follow up actions.
• Capture expenses.
• Assist with operational administration such as scheduling counselling sessions for staff.
• Coordinate with other group entities, including Coffee Capsules Direct, where administration overlaps.

Staff administration & Team culture

• Coordinate onboarding and offboarding logistics.
• Fixed-term contract documentation, internal communication and routine payroll queries.
• Coordinate wellness initiatives, birthdays, anniversaries, Team Day and the year-end function while helping to create a connected and supportive workplace.

Requirements

What you’ll bring

• Matric.
• A valid driver’s licence and your own reliable transport.
• Three to five years’ office administration experience, ideally within an SME.
• Strong Microsoft 365 skills, particularly Excel, Outlook, Teams and SharePoint.
• Experience coordinating suppliers and purchasing office consumables.
• The ability to manage competing tasks in a busy, interruption-heavy environment.
• Strong organisation, planning and attention to detail.
• A proactive approach and the confidence to work without being micromanaged.
• Professional written and verbal communication skills.
• Mature judgement when handling confidential staff and company information.
• Residence within a reasonable commuting distance of Montague Gardens.