Job Description

We have an opportunity for a Shared Services Officer to join our Shared Services team. The role provides efficient and responsive administrative support across facilities and general administration, procurement and finance administration, records management and registry services, corporate travel desk administration, asset administration, and COID administration and compliance.

The successful candidate will contribute to service excellence by ensuring that these support services are coordinated professionally, comply with approved policies and procedures, and meet the needs of internal and external stakeholders.

This post will report to the Team Leader: Shared Services.

KRA 1: Reception, General Administration, Procurement and Finance Administration (15%)
Provide professional reception and office administration support, including enquiries, visitors, access cards, smart lockers and general administrative controls.
Support procurement and finance administration, including requisitions, purchase order follow-ups, invoices, vendor liaison, record keeping and escalation of delays.

KRA 2: Records Management and Registry Services (25%)
Coordinate records and registry services, including document receipt, tracking, filing, storage, distribution and disposal.
Support records governance through policy and file plan implementation, Records Committee administration, audit readiness, staff guidance and corrective actions.

KRA 3: Corporate Travel Desk Administration (20%)
Coordinate travel and accommodation requests, bookings, confirmations, supplier communication and stakeholder updates.
Ensure travel desk compliance with approved travel, SCM and finance processes, including quotations, approvals, payments and records.

KRA 4: Facilities and Asset Management (30%)
Coordinate facilities support, maintenance requests, walkthrough inspections, repair follow-ups and key control administration.
Maintain asset records and support asset verification, discrepancy follow-up and compliance with asset management procedures.

KRA 5: COID Administration and Compliance (10%)
Administer COID incident reporting and claims, including documentation checks, submissions, claim monitoring and stakeholder updates.
Maintain complete COID records and support compliance, audit readiness and coordination with OHS and Facilities teams.

MINIMUM REQUIREMENTS:

Qualifications and Experience

Grade 12/National Senior Certificate with relevant administrative experience in office administration, shared services, reception, records, travel, procurement, finance or related support services.
At least two years’ experience within a customer/service environment (sales, finance, reception etc.)
Advantageous: experience in finance procurement processes, records administration and basic office maintenance and basic health and safety compliance.
Valid Code 8 driver’s license
No criminal record
Physical and other requirements

Able to communicate in English appropriately and clearly, both verbally and in writing with telephone callers, office visitors and co-workers
High tolerance with engaging staff i.e.: complaints and escalations.
Sit at an office desk for extended periods of time and able to walk stairs within the building.
Tolerate dust and fumes from general cleaning and maintenance procedures.
Competency

Proficient MS office skills to enable correspondence to be actioned on behalf of the team
Able to use spreadsheets confidently and effectively
Ability to handle issues in a courteous, efficient, and effective manner, always maintaining a professional approach, regardless of circumstance
Exceptional interpersonal, communication, writing, reporting and presentation skills.
Ability to function independently and within a team.
Ability to prioritize and adapt, managing multiple projects and tight deadlines.

Please send your resume/CV