Office Administrator & Client Relations

Office Administrator & Client Relations

ABOUT OPTIMAL

Optimal helps organisations improve the reliability, performance and management of their physical assets through engineering expertise, practical consulting and digital solutions. Our work brings together technical knowledge, data and disciplined project delivery to create measurable operational value for clients.

Role purpose

The Office Administrator provides dependable administrative support across Optimal while helping to create a responsive and professional experience for clients. The role coordinates meetings, correspondence, records and office activities, and supports the effective use of SharePoint, Microsoft Teams, OneDrive and related Microsoft 365 tools.

The successful candidate will be a visible point of coordination between clients, consultants, engineers and internal support teams. Strong judgement, follow-through and professional communication are therefore essential.

What success looks like

• Clients receive prompt, accurate and professional communication, with requests followed through to closure.
• Meetings are well prepared, accurately documented and supported by a current action tracker.
• Project and company records are organised, secure, easy to retrieve and ready for audit or review.
• The office and its digital collaboration platforms run smoothly, with routine issues resolved quickly.

Key responsibilitiesClient relations and communication

• Act as a professional first point of contact for routine client enquiries, directing technical or commercial matters to the appropriate team member.
• Coordinate client meetings, workshops and follow-up activities, ensuring attendees receive the right information at the right time.
• Maintain accurate client contact details, interaction records, correspondence and agreed follow-up dates.
• Support the preparation and issue of meeting packs, proposals, reports, onboarding information and other client-facing documents.
• Schedule internal and client meetings, book rooms, arrange Microsoft Teams or Zoom links and coordinate diaries.
• Work with meeting leads to prepare focused agendas and circulate relevant documents in advance.
• Record concise and accurate minutes, including key discussions, decisions, technical constraints, risks and agreed actions.
• Assign action owners and target dates, circulate approved minutes promptly and maintain the action log until items are closed.
• Create and maintain SharePoint sites, document libraries and lists for project or engineering teams in line with company governance.
• Maintain clear folder structures, metadata, document naming, version history and retention practices.
• Provide practical onboarding and basic guidance to new users on collaboration tools and document-management expectations.

Office administration and management

• Coordinate day-to-day office operations, shared calendars, correspondence, visitors and general administrative requests.
• Maintain complete digital and physical filing systems and ensure records remain current and audit-ready.
• Monitor and order office supplies, equipment and approved software licences, maintaining accurate records of purchases and allocations.
• Arrange travel and accommodation, support expense claims and assist with internal meetings, events and team activities.

Document control and process improvement

• Proofread, format and standardise reports, manuals, presentations, meeting records and other company documents.
• Apply and reinforce document-control requirements, including templates, approvals, file naming and version control.
• Identify recurring administrative delays or gaps and recommend practical improvements.
• Support simple digital workflows and automation using Microsoft Lists, Forms and Power Automate where appropriate.

Qualifications and experience

• At least 3 years of experience in office administration, project coordination, client service or a similar support role.
• Experience in an engineering, consulting, IT or other technical corporate environment is advantageous.
• Strong working knowledge of Microsoft 365, particularly Outlook, Word, Excel, PowerPoint, Teams, SharePoint Online and OneDrive.
• Experience administering SharePoint document libraries, permissions, lists and version control.
• Familiarity with Microsoft Forms, Lists or Power Automate is desirable.
• Strong professional written and spoken communication, with the ability to produce clear minutes and client correspondence.

Core capabilities

• Client focus, warm, professional and responsive, with the confidence to communicate with clients and senior stakeholders.
• Organisation, able to manage several diaries, priorities and deadlines without losing detail.
• Accuracy careful with records, document versions, meeting decisions and confidential information.
• Initiative anticipates administrative needs, follows through and raises risks early.
• Digital confidence, learns systems quickly and enjoys improving how information and work flow through the business.
• Judgement and discretion understands when to act independently and when to seek guidance or approval.
• Collaboration, works constructively with technical, commercial and business-support colleagues.

How to Apply: If you are are an early career Asset Management professional looking for impactful engagements with a leading consultancy, please submit your CV/resume along with a brief cover letter outlining your relevant experience and availability to [email protected]

Pay: R10 842,37 - R14 756,90 per month

Application Question(s):

• Do you hold Certification in vibration analysis?

Education:

• Bachelors (Preferred)

Experience:

• vibration analysis: 1 year (Preferred)

Work Location: In person