Office Manager

3 weeks ago


Roodepoort, South Africa Dante Personnel Full time
Minimum requirements:
  • Matric or equivalent qualification
  • Human Resource Degree of Diploma
  • Minimum of 3-5 years' experience in Office Management/HR in a law firm with not less than 10 employees in an added advantage
  • Computer Literacy - MS Office
Office Management Functions:
  • Oversee the inventory and procurement of office supplies, including stationery, coffee, and cleaning products, ensuring stock levels meet office needs
  • Manage relationships with office suppliers, coordinating deliveries and maintenance
  • Ensure the office environment is well-maintained, handling any repairs or issues
  • Prepare and edit documents such as reports and letters as required, ensuring all written materials meet the companys standards
  • Manage filing and documentation
  • Manage the booking system for the boardroom
  • Managing company vehicle bookings
  • Organizing detailed and lengthy files filled with documents necessary for pending cases
  • Categorize and store these files, along with maintaining office's law library and supplies
  • Retrieve documents for attorneys to do their work
  • Ensure office supplies are enough
  • Monitor the diary system
  • Ensure the administration of the firm is in order
  • Ensure the smooth running of the firm
  • Court files, calendars with court deadlines must be administered
  • Handle petty cash management, reconcile expenditures, and submit reports to the accountant on a monthly basis
  • Organize client gifts and marketing materials for events, including obtaining quotes and liaising with vendors
  • Manage travel arrangements for senior staff, including flights, accommodations, car rentals, insurance
  • Prepare travel packs for employees, ensuring they have all necessary documents for trips
  • Assist staff with travel claims and manage reimbursement processes
  • Plan and arrange office social events, including year-end functions, ensuring a smooth and enjoyable experience for all attendees
  • Liaise with external service providers to resolve any IT related issues
  • Arrange for technical support when necessary
  • Draft, review, and update company policies, ensuring they are aligned with best practices and legal requirements
  • Handle insurance renewals and manage claims for vehicles and other assets
  • Address any insurance-related queries and liaise with providers as necessary
HR Functions:
  • Oversee staff onboarding, ensuring all required documentation (e.g., personal information, bank details, ID) is collected and filed appropriately
  • Ensure new employees have access to the policy folder and complete relevant policy sign-offs
  • Keep up-to-date records of staff leave, processing leave forms in a timely manner
  • Oversee capacity issues and adjust as necessary
  • Conduct job analysis and job evaluation
  • Develop and design job descriptions - motivate and resolve any internal disputes
  • Support and initiate the company disciplinary code and grievance issues
  • Review employment and working conditions to ensure legal compliance
  • Monitor staff attendance and report thereon,
  • Assist with HR issues such as discipline as required
  • Support the development and implementation of HR initiatives and systems
  • Actively implement HR policies and procedure
  • Prepare contracts of employment
  • Issue contract termination letters on request
  • Maintain and update the MS Teams leave calendar
Manage the office petty cash and reconcile expenses accurately
Consultant: Glicinda Du Plessis - Dante Personnel Johannesburg

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