Resource Centre Librarian

Location: Cape Town

Be the backbone of an awardwinning design studio.

At SAOTA we create some of the worlds most iconic architecture and interiors. Behind every exceptional project is a finely tuned support system and our Resource Centre plays a vital role in enabling our design teams to do their best work.

SAOTA is seeking a highly organised and detaildriven Resource Centre Librarian to manage and maintain the firms physical and digital sample libraries. This role is central to ensuring that material resources are accurate current wellorganised and aligned with the evolving needs of the design teams.

The successful candidate will play a key role in library management manufacturer engagement logistics coordination reporting and administrative support contributing to the smooth and efficient operation of the Resource Centre.

Role Summary

The Resource Centre Librarian is responsible for the daytoday management of both physical and digital sample libraries. This includes cataloguing auditing booking control and ensuring highquality documentation and reporting. The role also involves liaising with manufacturers managing shipping and logistics for all sample movements and providing administrative support to the Resource Centre Supervisor.

Key Responsibilities

Resource Library Management (Physical & Digital)

• Maintain organise and update physical and digital sample libraries
• Catalogue samples accurately on SharePoint ensuring consistent and reliable metadata across systems
• Label samples once information is uploaded to SharePoint
• Manage the sample booking procedure including followup systems for overdue samples
• Conduct regular audits and track sample quantities and ongoing relevance
• Liaise with manufacturers to request samples and keep manufacturer information up to date
• Keep library displays tidy visually appealing and aligned with internal design standards
• Support design teams by locating materials efficiently and providing accurate material information
• Coordinate the removal of damaged or outdated samples
• Assist in improving library workflows systems and overall user experience

Administrative Support

• Respond to new manufacturers contacting SAOTA/ARRCC verify relevance file correspondence and coordinate next steps
• Perform general filing including sample invoices shipment documentation and correspondence
• Compile PowerBI reports related to sample audits sample procurement and library usage and performance
• Liaise with couriers for all incoming and outgoing sample shipments ensuring accurate tracking and delivery coordination
• Provide administrative support to the Resource Centre team as required

Essential Skills & Experience

• Minimum of three years experience in an administrative role
• Exceptional accuracy and attention to detail
• Fluency in written and spoken English with strong spelling grammar and proofreading skills
• Excellent proficiency in the Microsoft Office Suite particularly Excel and PowerPoint
• Proficiency in SharePoint
• Ability to remain calm multitask effectively and perform under deadlinedriven pressure
• Strong interpersonal skills with the ability to build relationships across all levels and collaborate effectively within a team
• Excellent organisational and time management skills
• Proven ability to work independently take initiative and contribute proactively in a team environment
• Ability to handle sensitive and confidential information with discretion

Advantageous Experience

• Familiarity with the construction industry
• Experience with physical and electronic document management systems

Behavioural Competencies

• Flexible and adaptable approach to work
• Consistently demonstrates a high level of professionalism

Why Join SAOTA

This role offers the opportunity to work at the heart of a designled architectural practice supporting design excellence through structured systems accurate information and efficient resource management. It is well-suited to a senior administrator who enjoys working with both people and systems in a fastpaced detailfocused environment.