Office Manager

2 weeks ago

Cape Town, Western Cape, South Africa Persona Staff Full time

Position: Office Administrator at [Company Name]


Responsibilities:

  • Oversee administrative and operational functions to ensure smooth office operations.
  • Supervise and train cleaning staff and provide IT support in coordination with the IT department.
  • Plan and schedule appointments, establish standard operating procedures, and address operational requirements.
  • Coordinate office services, including maintenance contractors, departmental finances, budget preparation, personnel matters, and housekeeping.
  • Maintain common areas, welcome visitors, and perform front desk duties.
  • Manage the switchboard, handle phone calls, direct calls appropriately, or take messages.
  • Ensure visitors and external stakeholders receive professional and prompt assistance.
  • Supervise office equipment and facilities, oversee maintenance, and contribute to office layout planning.
  • Process insurance claims, communicate with the landlord, and lead the Health and Safety committee.
  • Source vendors, negotiate agreements, and oversee supply procurement and inventory management.
  • Implement cost-efficient practices and ensure timely supply deliveries.
  • Maintain accurate records and optimize resource utilization.
  • Offer financial advice to staff and minimize inefficiencies.
  • Organize social events for the team and the annual Year End celebration.
  • Address staff well-being concerns in collaboration with superiors.
  • Orient new employees, monitor performance, and implement best approaches.
  • Handle routine inquiries, sort incoming correspondence, and manage courier services.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents using various software.
  • Organize and retrieve corporate documents, records, and reports.
  • Assess incoming memos and reports, determine significance, and plan distribution.
  • Provide clerical support to different departments, attend meetings, and compile meeting minutes.
  • Manage and organize executives' schedules and coordinate travel arrangements.
  • Interpret and enforce administrative policies and procedures.
  • Train cleaning staff and coordinate training programs.
  • Enhance operational practices and procedures.
  • Ensure functionality and maintenance of office equipment and facilities.
  • Monitor generator fuel levels, air conditioner maintenance, and carpet and window cleaning.
  • Coordinate repairs and maintenance of buildings and gardens.
  • Ensure compliance with Occupational Health and Safety regulations.
  • Secure external doors at the end of the day.
  • Oversee incoming and outgoing deliveries and manage courier services.

Qualifications and Competencies:

  • Minimum of Matric certificate or a Diploma in Business Administration, Business Management, or a related field.
  • Excellent communication skills.
  • Ability to multitask effectively.
  • Access to personal transport and a valid driver's license.
  • Strong organizational skills.
  • Proficiency in Microsoft 365 applications.
  • Knowledge of project management software and tools.
  • Capacity to work well under pressure.

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