Office Manager/receptionist

2 weeks ago

Cape Town, Western Cape, South Africa LED Lighting SA (Pty) Ltd Full time

Office Manager/ Reception

Location:
Cape Town


Our company is design oriented and manufactures standard and customised product solutions for the architectural, rail, commercial, retail, and industrial industries.


If you are mature, a self-starter who doesn't need to be micromanaged, have problem solving skills, analytical, organised, attention to detail and have a high level of integrity, time management skills, then this is the opportunity for you.


Responsibilities:

OFFICE MANAGEMENT
1.

Administrative Support:
Providing administrative support to staff and management, including handling correspondence, scheduling meetings, and managing office supplies.

2.

Facilities Management:

Overseeing office facilities and maintenance, including coordinating repairs, managing office equipment, and ensuring a safe and efficient working environment.

3.

Financial Management:

Managing office budgets, processing invoices, credit card recons, and coordinating with Finance department for expense reporting and financial planning.

4.

Event Planning:

Assist in organizing company events, meetings, and conferences, including logístical arrangements, catering, and coordination with external vendors for internal & external meetings.

6.

Records Management:
Maintaining and organizing office records, documents, and files, both physical and digital, in a systematic and accessible manner.

7.

Policy Implementation:

Enforcing office policies and procedures relating to the cleaning schedules are adhered to, ensuring compliance with regulations and standards, and promoting a positive work culture.

8.

Vehicle Fleet:
Maintain vehicle tracking system (ensure accurate info on fleet renewals, service & maintenance bookings)

  • Get correct info from employee who is travelling time, date & preferences
  • Make sure to choose the best price when booking flights (compare flights)
  • Save all documents to Travel SharePoint for future reference
10.

Problem Solving:

Addressing any issues or concerns that arise within the office environment, resolving conflicts, and finding solutions to improve efficiency and productivity.


RECEPTION
1.

Greeting Visitors:
Welcoming visitors and directing them to the appropriate person or department. This involves providing a warm and professional first impression of the company.

2.

Answering Phones:
Handling incoming calls, taking messages, and transferring calls to the appropriate individuals or departments. Acting as the first point of contact for external callers.

3.

Scheduling Appointments:
Managing schedules and calendars for meeting rooms, appointments for Directors. This may involve coordinating with employees to ensure availability and making adjustments as needed.

4.

Administrative Support:
Providing general administrative support, such as typing, filing, photocopying, and data entry. Receptionists may also assist with preparing documents, presentations, and reports.

5.

Customer Assistance:

Assisting customers or clients with inquiries, providing information about products or services, and addressing concerns in a courteous and helpful manner.

6.

Maintaining Reception Area:
Keeping the reception area clean, organized, and presentable. This includes ensuring that reading materials are available, furniture is arranged neatly, and the area reflects a professional image.

8.

Security Procedures:
Maintain the security procedures, such as verifying visitor identities, managing access control gates to the premises.

9.

Technology Management:
Operating office equipment, such as printers, copiers and troubleshooting minor technical issues.

Qualifications, Competencies and Attributes

  • Grade 12 or equivalent SAQA approved qualification in Office Management/Administration
  • Minimum of 3 years relevant work experience OR
  • Relevant tertiary qualification with 3 or more years relevant work experience
  • Proficient in Microsoft Office Suite programmes
Application Deadline: 2024/05/10

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