Office Administrator - Moore Infinity at Moore South Africa

Job Advert Summary

• Moore Infinity is looking for a highly organised, professional and service-orientated Office Administrator to provide trusted administrative support to EXCO, with dedicated day-to-day support to the CEO.
• This is a varied and hands-on role for someone who enjoys keeping things organised, supporting people, coordinating office activities and creating a professional experience for clients, visitors and colleagues.
• The successful candidate will support diary management, meetings, travel arrangements, correspondence, office coordination, reception, events, records, supplies, courier arrangements, CPD training diarisation and general back-office administration.
• We are looking for someone who is discreet, reliable, proactive and able to manage multiple priorities with care, accuracy and urgency. The ideal candidate will have strong administration, planning, organisational and communication skills, with the ability to take ownership of assigned tasks and remain calm under pressure.
• The role requires strong computer literacy, including Microsoft Outlook, Word, Excel and PowerPoint, as well as accurate typing, formatting, document management, scanning, filing and record-keeping skills.
• The successful candidate should be confident in dealing with clients, suppliers and internal stakeholders in a professional manner, including handling difficult situations with maturity and discretion.
• Key strengths for this role include diary, meeting, boardroom, equipment, travel, accommodation and conference coordination, as well as event planning support such as venue arrangements, catering, invitations, attendance tracking, supplier coordination and post-event follow-up.
• The role also requires a quality-control mindset, attention to detail and basic awareness of office health and safety, budget tracking, petty cash, credit card reconciliation and cost-control processes.
• This position is well suited to someone who is friendly, grounded, flexible, confidential, responsible and efficient, with the ability to build positive working relationships across the firm.

Minimum Requirements    

• Matric is required.
• Experience in administration, personal assistant support, office support, reception, office coordination or event coordination is required, including experience supporting senior management, directors, partners, clients and suppliers.
• Strong working experience in office administration, reception, correspondence, travel arrangements, meeting support and general office coordination is required.
• Experience in supporting internal functions, client events, staff activities, training sessions or supplier-led events will be advantageous.
• An Administration Diploma, Executive Secretarial Diploma, Office Management qualification or equivalent practical experience is preferred.
• Advanced computer literacy is required.
• Additional training in event coordination, project administration, office management or customer service will be advantageous.

Duties and Responsibilities

• Provide confidential, professional and responsive administrative support to EXCO, with dedicated day-to-day support to the CEO.
• Manage diary coordination, meeting scheduling, boardroom bookings, travel arrangements and related logistics.
• Diarise mandatory CPD training requirements for EXCO and assist with reminders and follow-up where required.
• Prepare, format, scan, file, distribute and track correspondence, records and documentation.
• Support general office administration, including office queries, supplies, records, deliveries, parcels, courier arrangements and back-office coordination.
• Assist with reception duties, including welcoming clients, suppliers and visitors and directing enquiries professionally.
• Coordinate internal meetings, client functions, staff events, training sessions for EXCO and office activities from planning through to execution and follow-up.
• Support facilities coordination, including boardroom readiness, refreshments, stationery, groceries, office standards, service providers and maintenance follow-up.
• Assist with approved office purchases, credit card administration, reconciliations, supplier queries and event-related expenses.
• Maintain health and safety registers, quality-related documentation, FICA readiness records and other office compliance administration.
• Work closely with internal stakeholders and external service providers, including Numata, to support practical IT-related administration where required.
• Handle sensitive information, confidential correspondence and authorised personal finance-related administration with discretion, accuracy and urgency
• Coordinate internal and client-facing events to ensure they are planned, communicated and delivered professionally.
• Prepare event checklists, timelines, responsibility trackers, invitations, reminders and RSVP lists.
• Arrange venues, boardrooms, catering, refreshments, seating, equipment and branded materials.
• Liaise with suppliers, service providers, staff representatives and internal stakeholders.
• Track event budgets and ensure spending remains within approved limits.
• Prepare attendance registers, name tags, packs, gifts and event materials where required.
• Support event setup and ensure the venue or boardroom is clean, practical and ready.
• Complete post-event administration, including invoices, feedback, unused stock, records and lessons learned.

Closing Date    
2026/07/10