Office Manager/ Pa to Social Executive

1 week ago


Midrand, Gauteng, South Africa Ability Recruitment Full time

  • Permanent
  • JHB002870


Property
  • Gauteng, Midrand
  • R R Annually Cost To Company
  • This role is responsible for managing the daily officerelated services and operations of the office. This involves supervising the front office team which includes our reception and office administrators. In addition, this role is responsible for providing general PA and administrative duties to the Social Executive and the broader Social Team.
  • REQUIREMENTS:
  • Minimum of a matric qualification. A qualification in Project, Office or Events Management would be advantageous
  • At least five years' s experience as a Personal Assistant and Office Manager. Advanced working experience using MS Office suite

DUTIES:

Office Management:

  • Management of overall office facilities, office repairs & maintenance i.e. carpet cleaning, fumigation, purchasing of office consumables, groceries, stationery, printers, and staff welfare items)
  • Ensures that the Front office team (reception and office admin/cleaning staff) is operating smoothly and provides exceptional customer experience and hospitality
  • Conducts monthly stocktaking with the front office team to manage the control of consumables within the office
  • Maintains an effective filing system in line with document management guidelines and policies.
  • Managing the lease agreement including payment of the monthly rental and propertyrelated costs
  • Budget management and cost control of officerelated expenditure
  • Maintenance of the office asset and inventory register
  • Assists the digital department with the IT register
  • Managing various officerelated SLAs
  • Management of Nexus Company vehicles (Vito & Caddy) which includes bookings, vehicle cleaning, annual service, vehicle maintenance, annual licence disc renewal, tracking devices services, repairs, logbook and carbon footprint maintenance)
  • Ensures Company insurance is updated whenever new equipment is purchased or replaced and communicates serial numbers to insurer
  • Regularly communicates important office related information to staff

Personal Assistant Duties:

  • Provides accurate electronic diary and meeting management
  • Provides guidance and recommendations on high priority activities where necessary
  • Types correspondence, management reports, EEC minutes or other documents on request
  • Manages all meeting requests and ensures meetings are accepted or declined timeously
  • Provides agendas, packs and minutes of previous meetings, within agreed timelines. This includes
  • Executive, TSE, Remco and CAF meeting packs.
  • Assists with all Social initiatives as per the corporate calendar
  • Processes invoices for sign off and documents expenditure on budget sheet
  • Provides ad hoc support as required

Social Team Administration:

  • Assists the Human Capital and Transformation teams with basic administration duties, including filing, employee file management, scheduling of recruitment interviews, scheduling of team meetings and processing of invoices.
  • Provides event management and administrative support to the Human Capital, Transformation and the Teams with various initiatives and events, including our annual Company Day, Wellness Days, Induction, CSI initiatives and general connectivity events within the office

Health & Safety:

  • Monitors office for safety and compliance adherence and reports any matters of concern to the CEO
  • Maintains H&S file with checklists & appointments
  • Appoints First Aiders & fire marshal volunteers
  • Creates appointment letters and arranges relevant training
  • Ensures daily/weekly H&S checks are conducted
  • Stocks first aid kits regularly
  • Ensures annual fire extinguisher services are conducted
  • Ensures Health & Safety Forum meetings are scheduled, minutes are taken and that the meetings are well represented
  • Provides relevant stats regarding injuries on duty to the Human Capital department for reporting purposes
  • For more information please contact:
  • Luisa Da Silva

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