Office and Facilities Coordinator

Serving as the central point of contact for an established family office and a corporate commercial building, the role ensures seamless day-to-day office functionality, pristine reception standards, proactive property and sub-contractor oversight, and meticulous statutory record-keeping. Operating from Monday to Friday, 08:00 to 16:30, this permanent, full-time position coordinates daily operations across front desk reception, building facilities, tenant coordination, and executive administrative support in Knysna. Key Responsibilities Front Desk & Reception Management: Staff the reception area, welcome and register visitors, manage visitor access control, handle incoming calls and email correspondence, and distribute incoming postal items, couriers, and deliveries promptly. Office Services & Hospitality: Oversee the daily flow of the office, coordinate executive and guest refreshments, book and arrange meeting facilities, and oversee catering requirements. Procurement & Stock Control: Monitor and maintain inventories of kitchen, cleaning, and general office supplies, obtaining quotes and placing replenishment orders within authorised budget limits. Facilities & Sub-contractor Supervision: Supervise on-site cleaning staff or contractors, coordinate routine building maintenance and repairs from fault-logging through to completion, maintain the service provider register, and oversee specialised trade contractors including security, garden, pest control, HVAC, electrical, and plumbing. Tenant Administration: Serve as the primary contact for approximately 1 to 5 building tenants, acknowledge tenant requests within one working day, generate monthly rental and recoverable operating cost invoices, and monitor collection records for the finance team. Statutory & Secretarial Administration: Update and maintain company registers (directors, shareholders, and corporate entities), complete registration forms accurately, and prepare and submit CIPC filings and updates (annual returns, address changes, and director amendments) once trained. Operational Support: Assist the finance team and executive management with electronic and physical filing structures, and complete local operational errands to municipal offices, post offices, and suppliers. Health & Safety: Support general office housekeeping, alarm systems, emergency contacts, and key management, serving as the designated on-site first aider. Requirements Matric (National Senior Certificate) or equivalent. Minimum of 5 years of proven experience in an office administration or reception position. Valid South African driver's licence with own reliable transport. Working proficiency in Microsoft Outlook, Microsoft Word, and Microsoft Excel. Demonstrated comfort using online portals. Confident verbal and written English communication skills. Proven ability to coordinate and follow up with service providers, contractors, or cleaning staff. Current Level 1 First Aid certificate, or a willingness to complete and obtain the certification. Prior practical experience with CIPC filings and corporate statutory records. Willingness and aptitude to undertake training in CIPC filing processes Prior experience with tenant or client invoicing and debt collection follow-up. Prior experience coordinating building maintenance, repairs, or facilities contractors. Required Software Skills Microsoft Outlook Microsoft Word Microsoft Excel CIPC eServices platform Xero/Pastel an advantage Benefits Permanent Established group with multiple companies