Facilities Co-ordinator – South Africa

Role summary

We are seeking for a talented, motivated individual, to join Altum as a Facilities Co-ordinator. The individual will need to help us ensure the Altum office environment is always run smoothly and professionally. The perfect candidate should have a high level of competence and familiarity with general office administration and secretarial skills. Furthermore, the potential candidate should be familiar with supporting peripheral equipment and using network monitoring tools.

​Key responsibilities

Office & Facilities

• Manage day-to-day office operations, ensuring a safe, well-organised, and professional working environment.
• Oversee office facilities, maintenance, health and safety requirements, and space planning.
• Act as the primary point of contact for landlords, building management, parking allocations and arrangements, and external service providers.​

Administration & Support

• ​Provide administrative support to senior management and department heads as required.
• Coordinate meeting rooms, office schedules, and company-wide events.
• Manage administration of parking and access cards to the office, including update staff schedule with relevant details and collecting passes from leavers.
• Manage incoming correspondence, calls, and visitors, maintaining a professional front-of-house presence.
• To perform all reception duties inclusive of answering the phone/dealing with all mail/greeting clients and/or professionals etc. in an efficient, professional, and courteous manner
• Ensure the board room is always kept clean and tidy and all cups and plates extra are removed and washed between meetings.
• Ensure that visitors who are attending meetings within the office are shown to the board room/ meeting rooms, offered refreshments and the staff member(s) concerned is contacted.
• Manage the boardroom and meetings room bookings when required.
• Organise lunch refreshments as requested.
• Hand deliveries of post/banking.
• Filing and scanning as and when requested
• Maintain First Aid, Fire Marshal and Desktop Assessment registers.​

Supplier & Cost Management

• ​Manage relationships with office-related suppliers (e.g. IT support, stationery, cleaning, catering).
• Monitor office budgets, approve invoices within delegated authority, and identify cost-efficiency opportunities.​

Governance & Compliance

• ​Ensure office processes align with internal policies, data protection requirements, and regulatory expectations.
• Maintain appropriate records and documentation in line with our standards.
• Support business continuity and disaster recovery arrangements from an office operations perspective.
• Any other reasonable task we ask you to perform from time to time.

Skills and experience

• Minimum 2 -years Facilities or office administration experience.
• Be able to demonstrate a strong track record in reception and secretarial duties.
• Experience of and ability to use Microsoft Office products including Outlook, Word, Excel.
• Proactive and disciplined approach to work.
• Calm and effective under pressure.
• Ability to use initiative and work without direction.
• Should have strong organisational and time management skills.
• Should have excellent interpersonal and communication skills.
• Genuine desire to help support business users.