Team Administrator

Team Administrator (Cape Town)

Are you a highly organised, detail-driven administrator who thrives in a fast-paced, dynamic environment?

We are looking for a Team Administrator to provide high-level support to our Sub-Team Leaders and assist other support functions within the organisation when required.

This is a Cape Town-based role that requires an in-studio presence to ensure smooth operations and exceptional administrative support across multiple areas.

Key Responsibilities

Diary & Meeting Management

• Manage and maintain Sub-Team Leaders’ appointment schedules, ensuring full awareness of meetings, conferences, and travel.

• Follow up with team members to gather required information prior to meetings.

• Ensure cyclical/recurring meetings are set up and take place as scheduled.

• Screen calls, type documents, and take meeting minutes.

Administration & Support

• File and manage electronic mailboxes and set up/administer generic email responses.

• Create and maintain administrative databases & documentation (e.g. project Care & Maintenance Manuals, supplier library, supplier database).

• Manage Vantage system updates (vendors, contacts, opportunities, and projects).

• Support with timesheet follow-up, overtime monitoring, approvals, and weekly reports.

• Handle travel management, forex arrangements, and preparation of travel/installation/presentation packs.

• Arrange boardrooms for conference calls, client visits, itineraries, and hospitality.

• Ensure compliance with ARRCC procedures and support in maintaining corporate standards and image.

• Provide occasional support with personal matters when required.

Information & Production Management

• Update templates and oversee adherence to office policies and procedures.

• Create and maintain deliverables, programs, and calendars.

• Manage SACAP/IID compliance: CPD points allocation, annual fee reminders, and action list follow-ups.

Project Planning & Budgets

• Assist with RFPs (rates and overviews), fee proposals, project and resource planning.

• Liaise with Finance to coordinate annual forecasts.

Essential Skills & Criteria

We’re looking for someone who brings:

• Exceptional accuracy and attention to detail.

• Discretion and ability to handle confidential information.

• Strong written and spoken English communication skills, with excellent spelling, grammar, and proofreading.

• Proficiency in Microsoft Office Suite.

• Strong organisational skills, with the ability to prioritise under pressure.

• Good communication and relationship-building skills across all levels.

• Minute-taking and touch-typing skills.

• Ability to work independently, use initiative, and be proactive in a team environment.

• Calm, professional approach with the ability to multitask under deadlines.

• Willingness to occasionally work additional hours, including weekends.

• A high degree of professionalism at all times.

This is a varied and rewarding role for someone who enjoys being at the center of operations, providing critical support to leadership, and ensuring projects run smoothly from start to finish.

If you’re proactive, organised, and ready to take on a key role in a dynamic environment, we’d love to hear from you.