Office Administration Manager

2 weeks ago


Cape Town, Western Cape, South Africa Invision HR Full time

We are hiring an
Office Manager / Group PA to support a leading company working at the epicenter of the innovation ecosystem.


Summary:

Responsible for effectively managing the day-to-day administrative duties within the office ranging from facility management, office administration, HR support, and Executive assistance.


Location:
Paardevlei, Somerset West.

Schedule:
Monday - Friday, 08:00-17:00. Office based

Responsibilities:

Office Administration

  • Handle all legal documents, SLA's, NDA's and supplier onboarding paperwork.
  • Ensure security, integrity, and strict confidentiality of all company and employee data.
  • Coordinate and manage small projects or events.
  • Book business travel arrangements and organise all necessary details.
  • Type, compile and prepare reports, presentations and correspondence where required.
  • Oversee all office correspondence and administration.
  • Implementing and maintaining procedures/administrative systems.
  • Manage any relevant databases and filing systems.
  • Collate and file expenses and any financial related information accordingly
  • Perform review and analysis of special projects and keep the management properly informed
Facilities Management

  • Manage relationships with specific service providers, ensuring that service is delivered as required and that all items are invoiced and paid on time.
  • Develop and implement office policies by setting up procedures and standards to guide the operation of the office.
  • Ensure office efficiency is always maintained by ensuring office policies, procedures, and systems are adhered to.
  • Ensure ergonomics within the office and effectively manage of the purchasing of any office equipment and furniture within the allocated budget.
HR Administration

  • Partner with HR to ensure all HR activities and related paperwork is in order and properly implemented within the business.
  • Assist with specific HR activities such as onboarding and induction, recruitment and selection of specific roles, policy management, training, and development, building the employer brand, etc.
  • Plan and execute company events/celebrations such as staff birthdays, annual anniversaries, team building, client lunches, gift cards & flowers, etc.
  • Effectively manage any internal communications within the company (birthday messages, annual anniversaries, new joiner notifications, facility updates, HR initiatives, notice board updates, etc).
  • Address any queries from staff regarding office management items (e.g., stationery, cleaning and kitchen supplies, travel arrangements, etc).
  • Find new and creative ways to keep the team engaged and connected.
Executive Assistance

  • Manage the diaries and calendars of the executives.
  • Ensure reminders to the executives of important tasks, deadlines, and events.
  • Organise and schedule meetings/appointments.
  • Prepare meeting agendas where required.
  • Accompany the executives to work meetings (where necessary) & take minutes in onsite and offsite meetings.
  • Handle any personal requests from the executives.
  • Maintain strict confidentiality and discretion throughout all executive dealings.

Skills required, abilities & knowledge

Administrative and business skills:

  • Outstanding organisational and time management skills.
  • Exceptional flexibility and ability to work on multiple projects or tasks simultaneously.
  • Strong initiative and a proactive approach.
  • Superb verbal and written communications skills.
  • Extreme accuracy and attention to detail.
  • Ability to thrive under pressure and meet all tasks with ease.
  • Demonstrated ability to handle confidential matters.
  • Strong problemsolving and decisionmaking skills.
  • Strong business acumen and project management skills.

Tech-savvy skills:

  • Strong administration and techsavvy skills across various devices (pc, laptop, tablet, cell phone).
  • Knowledge of the latest Microsoft software.
  • Knowledge of various digital platforms currently available and ability to navigate these platforms.
  • Ability to understand and make use of current software's or platforms in the various business'.

People-related skills:

  • Impeccable people skills and highly presentable.
  • Ability to maintain excellent stakeholder relationships.
  • A calm, positive and professional manner.
  • Flexible and adaptable approach to work.
  • Strong independent judgement.

Minimum requirements:

  • At least 5 years of experience as a Front Office Manager or Office Administrator.
  • Qualification in Business administration and/or HR Management is advantageous.
  • Experience as an Executive Assistant or Personal Assistant is advantageous.
  • Proficiency in the full Google suite (google sheets, google calendar, google drive) and current platforms in the market.
  • Valid driver's license and own vehicle.

Ability to commute/relocate:

  • Somerset West,

Western Cape:
Reliably commute or planning to relocate before starting work (required)

Application Question(s):

  • Do you have a vali

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