Office Manager

2 weeks ago

Durbanville, Western Cape, South Africa Staff Elite Full time

About the Role:

Key Responsibilities:

Office Operations Coordination:

  • Oversee administrative and operational functions to ensure efficient office operations.
  • Supervise and train cleaning staff and provide IT support in collaboration with the IT department.
  • Plan and schedule appointments, develop standard operating procedures, and escalate operational needs.
  • Coordinate and direct office services, including maintenance contractors, departmental finances, budget preparation, personnel issues, and housekeeping.

Reception and Facilities Management:

  • Maintain communal areas, greet visitors, and provide front desk duties.
  • Manage switchboard, answer phone calls, direct calls to appropriate parties or take messages.
  • Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously.
  • Manage office equipment and facilities, oversee maintenance, and plan office design.
  • Handle insurance claims, liaise with the landlord, and lead the Health and Safety committee.

Purchasing and Supplies Management:

  • Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
  • Implement costsaving measures and ensure timely delivery of supplies.

Records and Budget Maintenance:

  • Maintain accurate records and optimise resources.
  • Provide financial guidance to staff and minimise waste.

Social Staff Events:

  • Develop and organise social staff events and the annual Year End function.
  • Address staff welfare issues in collaboration with the line manager.

Stakeholder Engagement and Administrative Support:

  • Provide orientation to new staff, monitor performance, and implement best practices.
  • Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services.

Document Preparation and Management:

  • Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, CRM, or presentation software.
  • File and retrieve corporate documents, records, and reports.
  • Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Provide clerical support to other departments, attend meetings, record minutes, and prepare agendas.
  • Compile, transcribe, and distribute minutes of meetings.

Executive Support:

  • Manage and maintain executives' schedules and make travel arrangements when necessary.
  • Interpret and oversee administrative policies and procedures for the office.
  • Supervise and train cleaning staff and arrange for employee training.
  • Review and improve operating practices and procedures.

Building Maintenance:

  • Ensure all lights, appliances, and office equipment are working and maintained.
  • Manage generator fuel levels, service air conditioners, and arrange cleaning of carpets, windows, etc.
  • Arrange for repairs and ensure gardens and buildings are wellmaintained.

Occupational Health & Safety (OHS):

  • Ensure all OHS requirements are met.

Security:

  • Ensure all external doors are secure at night.

Handling Deliveries and Courier Services:

  • Manage incoming and outgoing deliveries, ensuring timely and accurate distribution.
  • Arrange and oversee courier services for office needs.

Requirements:

Required skills and qualifications

  • Applicants should be South African citizens, permanent residents with a barcoded ID, possess a valid work visa or permit, and have a valid RSA driver's license._

Qualifications and Experience:

  • Matric or a Diploma in Business Administration, Business Management, or a related field.
  • Minimum of 4 years of relevant experience in a similar role.
  • Own transport and driver's license.
-
Skills_**:

  • Attention to detail and a commitment to maintaining highquality standards.
  • Excellent English communication skills and strong written skills.
  • Exceptional organisational and timemanagement skills.
  • Strong problemsolving skills.
  • Strong ability to prioritise and manage workload and deal with long
- and short-term demands.

  • Strong negotiation skills.
  • Proficiency in project management software and tools (e.g., ClickUp, Trello, or Asana).
  • Ability to work under pressure and handle multiple tasks simultaneously; can remain calm under pressure.
  • A good team player who can work on their own initiative and carry through projects.

Job Type:
Temp to perm

Pay:
R14 000,00 - R19 000,00 per month

Application Question(s):

  • Do you have own transport?

Education:

  • High School (matric) (required)

Experience:

- office management: 4 years (required)

Expected Start Date: 2024/07/01

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