Office Manager
3 weeks ago
The Office Manager is responsible for organizing and coordinating administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees.
**Key Accountabilities and Responsibilities**
Serve as the point person for office manager duties including:
- Maintenance
- Mailing
- Supplies
- Equipment
- Bills
- Errands
- Shopping
**Facilities Management**
- Organizes and coordinates all aspects meetings, internally or externally.
- Schedules and arranges meeting rooms as required. This includes organizing special events—making hotel, restaurant identification/reservations, invitations, transport, dinner, gifts, AV arrangements, etc.
- Prepares and collates presentations as required.
- Organize the office layout and order stationery and equipment
- Maintain the office condition and arrange necessary repairs
- Partner with HR to update and maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Manage office G&A budget, ensure accurate and timely reporting
- Assist in the onboarding process for new hires
- Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities, like parties, celebrations and conferences
**Administrative Tasks**
- Assist with organizing and tracking financial related information such as:
- Ensures timely submission of T&E expenses.
- Responsible for processing Purchase Orders
- Organizes and coordinates all aspects meetings, internally or externally.
- Schedules and arranges meeting rooms as required. This includes organizing special events—making hotel, restaurant identification/reservations, invitations, transport, dinner, gifts, AV arrangements, etc
- Assists with traditional administration and correspondence tasks such as:
- Administers diary / agenda for LT members, as and when required
- Arranges travel (flights, hotels, meetings)
- Executes and concludes any special projects defined by manager
- Prepare Agenda for relevant meetings
- Take minutes and distribution of them
- Prepare letters and correspondence for the LT as required
- Relieve on Switchboard
**Ad Hoc Support**
- Arranges all aspects of international visits
- Assists overseas visitors with accommodation and travel arrangements including welcome gifts, letters and itineraries
- Assists with traditional administration and correspondence tasks such as:
- Administers diary / agenda
- Set up monthly meeting
- Arranges travel (flights, hotels, meetings)
- Follows up on correspondence
- Executes and concludes any special projects defined by Manager
- Coordinates flow of information with internal and external groups
**Qualifications** **Requirements and Experience**
- Business Admin Diploma or similar
- Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
- Knowledge of Office Administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook and PowerPoint in particular)
**Personal Characteristics**
- High stress/high pressure tolerance, ability to multi task
- Strong Organization skills, interest and demonstrated desire for administration process excellence
- Superb interpersonal and diplomacy skills
- Discreet with excellent presentation
- Ability to work independently and autonomously
- Excellent Communication skills
- Ability to communicate with all hierarchy levels.
- Maintain a high level of confidentiality
- Deadline driven
**Job**: Administrative
**Primary Location**: Europe, Middle East, Africa-ZA-GP-Johannesburg
**Job Type**: Standard
**Schedule**: Full-time
**Shift**: 1st (Day) Shift
**Job Number**: 2310030
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