Job Description

Collaborates with: CEO, all departments, contractors, freelancers, interns, external partners  (including travel agencies and venue providers) 

Core Responsibilities 

1. Administrative Coordination

          – Maintain and align company documents, data, and platforms in a centralised system. • Ensure all records (contracts, policies, reports) are up-to-date and easily accessible. • Support compliance by keeping administrative processes consistent and transparent. 

2. Meeting & Event Logistics 

          – Book board meetings, venues, catering, and office space as required. • Coordinate team activities, workshops, and internal meetings. 

          – Prepare agendas, minutes, and follow-up actions for executive and departmental  meetings.

3. Internal Alignment 

         – Work alongside all departments to ensure administrative needs are met. 

         – Provide support to contractors, freelancers, and interns for onboarding and admin  queries. 

         – Act as a bridge between operations and external service providers. 

4. External Partner Coordination 

          – Liaise with travel agencies and external partners for business travel, accommodation,  and logistics. 

          – Manage administrative aspects of collaborations with external stakeholders. 

          – Ensure smooth communication and documentation flow between Suitable Focus and  external service providers. 

5. Reporting & Continuous Improvement 

          – Provide regular updates to Operations/General Manager on administrative efficiency. • Identify gaps in processes and recommend improvements. 

The compensation package is structured in two segments: an initial probationary stage followed  by a permanent stage.  

During the probationary period, the focus is on assessing capability, ensuring alignment with  cash flow, and confirming role fit.  

Once probation is successfully completed, the permanent stage reflects market-aligned  compensation for Business Administrator in Cape Town, recognizing the added  responsibilities and proven performance. This structure provides both a fair entry point and a  clear pathway for growth within the role. 

Benefits & Incentives

– Performance bonuses: Linked to efficiency improvements, successful event/meeting  coordination, and administrative compliance. 

– Professional development: Training in project management, HR administration, and  digital tools (CRM, workflow platforms). 

– Hybrid flexibility: Remote for administrative tasks, in-office presence for meetings and  events. 

– Growth path: Potential progression into Operations Coordinator or Executive  Administrator within 18–24 months.

Required Skills & Qualifications

Educational Background 

– Diploma or degree in Business Administration, Office Management, or related field. • Additional certifications in project management or HR administration advantageous. 

Technical Skills 

– Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace. 

– Familiarity with CRM systems (ZOHO, HubSpot), workflow platforms, and document  management tools. 

– Ability to prepare agendas, minutes, and reports with accuracy. 

– Competence in scheduling tools, project management and event logistics platforms. 

Core Competencies 

– Excellent organizational and administrative skills. 

– Ability to manage multiple priorities and deadlines effectively. 

– Attention to detail with commitment to compliance and transparent processes. • Problem-solving mindset to identify gaps and recommend improvements. 

Interpersonal & Communication Skills 

– Clear and professional communication with internal staff and external partners. • Strong collaboration skills to coordinate across departments and service providers. • Ability to support onboarding and respond to administrative queries effectively. 

Experience 

– Minimum 2–3 years in administrative coordination or business support roles (especially working in a growing SME environment). 

– Experience in meeting/event logistics and external partner coordination. Exposure to compliance processes and reporting to senior management is a plus. 

Personal Attributes 

– Integrity and discretion in handling sensitive information. 

– Proactive and adaptable in hybrid work environments.

– Growth-oriented, with interest in progressing into Operations Coordinator or Executive  Administrator roles (mostly remote + in-office when needed). 

– Communication and transparency.