Administrator

Administrative & Records Management

• Enter, update, and retrieve information from computer databases and tracking systems to maintain accurate records, files, maintenance requests, audit documentation, and compliance data.
• Prepare letters, reports, memos, presentations, spreadsheets, and other business documents using Microsoft Office applications.
• Create, maintain, and manage both electronic and paper-based filing systems for maintenance records, audits, inspections, compliance reports, service contracts, and operational documentation.
• Compile, copy, sort, scan, upload, and file records related to maintenance activities, business transactions, audits, and hotel operations.
• Handle incoming and outgoing correspondence and ensure timely distribution of information to relevant departments.
• Operate standard office equipment and utilize computer systems to enter, track, and locate work-related information efficiently.
• Develop and maintain trackers for preventative maintenance schedules, upcoming audits, compliance deadlines, inspections, projects, and events to ensure timely completion and follow-up.
• Monitor and update audit and compliance portals, ensuring all evidence and required documentation are uploaded accurately and within prescribed deadlines.

General Responsibilities

• Grade 12 (Matric) is essential.
• Diploma or Certificate in Business Administration, Office Administration, Facilities Management, Hospitality Management, or a related field will be advantageous.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Valid driver's license will be advantageous.

• Minimum of 2-3 years' administrative experience, preferably within hospitality, facilities management, property maintenance, operations, or compliance environments.
• Experience in maintaining records, filing systems, trackers, and administrative databases.
• Experience coordinating audits, compliance activities, or quality assurance processes will be advantageous.
• Previous experience working with maintenance management systems, audit platforms, or hotel operational systems is preferred.
• Proven ability to manage multiple priorities, deadlines, and projects simultaneously.
• Experience in compiling reports and preparing professional business correspondence.

Knowledge, Skills & Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Advanced administrative and document management skills.
• Strong analytical and problem-solving abilities.
• Exceptional verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work independently and collaboratively across departments.
• Strong customer service orientation and professional demeanor.
• Ability to monitor compliance requirements and ensure timely follow-up on action plans.