People & Office Administrator

Position Summary:

We are looking for a proactive and organised People & Office Administrator to support our People function and help keep our day-to-day operations running smoothly. This is an ideal opportunity for someone starting their career in HR or office administration who enjoys working with people, staying organised, and coordinating multiple tasks in a fast-paced online business.

This role provides administrative support across recruitment, HR administration, office operations, and internal events and projects. It is a junior position with opportunities to learn and grow within the People team.

Primary Responsibilities

1. Recruitment Administration

Support the recruitment process from job advert through to onboarding.

Responsibilities include:

• Post vacancies on job boards and LinkedIn.
• Schedule interviews with candidates and hiring managers.
• Send interview invitations and confirmation emails.
• Maintain candidate records and recruitment trackers.
• Assist with preparing interview packs and feedback summaries.
• Communicate professionally with candidates throughout the recruitment process.
• Coordinate reference checks and pre-employment documentation.
• Support onboarding administration for new starters.

2. HR Administration

Provide efficient administrative support across the employee lifecycle.

Responsibilities include:

• Prepare employment contracts, addendums, and HR letters.
• Maintain accurate employee records and digital personnel files.
• Upload and organise documents within HR systems and SharePoint.
• Coordinate new starter and offboarding documentation.
• Track probation reviews and performance review dates.
• Monitor mandatory HR documentation and compliance records.
• Respond to general HR administration queries from employees.
• Assist with updating HR policies, templates, and forms.

3. Office Administration

Help create a well-organised and welcoming office environment for a predominantly online team.

Responsibilities include:

• Coordinate office supplies, refreshments, and stationery.
• Manage meeting room bookings and office calendars.
• Welcome visitors and coordinate office access when required.
• Liaise with building management and office service providers.
• Coordinate courier collections and deliveries when needed.
• Keep shared office spaces organised and stocked.
• Support the setup of desks and equipment for new employees.
• Assist with travel and accommodation bookings for business trips where required.

4. Events & Project Coordination

Support internal employee engagement initiatives and company events.

Responsibilities include:

• Assist with planning and coordinating team events and workshops.
• Coordinate logistics for company meetings and training sessions.
• Manage RSVP lists and attendee communications.
• Track event budgets and supplier information.
• Prepare agendas, presentations, and event materials.
• Support internal wellbeing and engagement initiatives.
• Assist with project administration for People team initiatives.
• Keep project trackers and action lists up to date.

Skills & Experience

Essential

• 1–2 years’ experience in an administrative or office support role.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Comfortable using Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint).
• Ability to manage multiple tasks and prioritise effectively.

Advantageous

• Qualification or studies in Human Resources, Business Administration, or a related field.
• Previous exposure to recruitment or HR administration.
• Experience using HR systems or applicant tracking systems.

What We are Looking For

We are looking for someone who is:

• Friendly, approachable, and people focused.
• Highly organised and enjoys administrative work.
• Eager to learn and grow within HR.
• Comfortable working independently and as part of a small team.
• Proactive and willing to take ownership of day-to-day coordination tasks.

Personal and Company Value Alignment:

• Commitment to excellence.
• Togetherness.
• Continuous Improvement.

Application:

All appointments are subject to passing referencing and vetting (if applicable to role) and providing proof of eligibility to work (upon being invited to interview).

This is a full-time, office-based role, and applicants must be located in or near Stellenbosch, Western Cape, with the ability to commute to and from the office.

This job description is a guide to the work of the successful incumbent will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the incumbent and their manager.

Please note that if you have not received feedback regarding your application after 4 weeks from submission, consider the application as unsuccessful.

Job Types: Full-time, Permanent

Work Location: In person