Office Manager

5 months ago

Cape Town, South Africa NeoBrokers Full time

**Office Manager**

**Office Manager Job Responsibilities**:

- Supports company operations by maintaining office systems and supervising staff.
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Scheduling meetings and appointments within the office
- boardroom bookings.
- Assist in the preparation of regularly scheduled reports upon request.
- Develop and maintain an online filing system.
- Maintain contact lists.
- Organizing the office layout and ordering stationery and equipment
- Serve as the point of contact as the office manager for the following duties:

- Maintenance
- Mailing
- Supplies
- Equipment
- Bill queries
- Errands
- Shopping
- Planning and placing of food orders (NFP) as required
- 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 by coordinating with the accounts departments
- Manage contract and price negotiations with office vendors, service providers on request from the Directors.
- Provide general support to visitors/clients, by welcoming them and ensuring that visitors/clients are accommodated accordingly
- 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.
- Assist with financial administration tasks, such as budgeting on inventory/stocks and implementing cost effective techniques to maintain the inventory within in budget constraints, as well as ensuring that the monthly budget is created and submitted to the Directors.
- Please note that this role can be adjusted to the requirements of the organization._

**Management of office cleaners**:

- Ensure Office Cleaners comply with company rules and regulations.
- Handle reassignment of tasks when needed.
- Inspect work done by cleaners daily.
- Monitor and follow up on compliance with cleaning procedures, workplace safety and tender specifications.
- Monitor cleaning material stock level and reorder materials when needed.
- Plan out the work schedule for cleaners.
- Supervise team of cleaners in their assigned task
- The cleaners will be reporting to the Office Manager

**Education, Experience, and Licensing Requirements**:

- Two to three years’ experience in an office management position
- Office Manager Qualifications / Skills:

- Managing processes
- Supervision
- Promoting process improvement
- Inventory control.
- Reporting skills
- Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
- Knowledge of Office Administrator responsibilities, systems, and procedures
- Relevant business/office/administration qualification will be advantageous.
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Excellent time management skills and ability to multi-task and prioritize work.
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environments
- Knowledge of office equipment
- Understands office etiquette.
- Understands communication etiquette such as verbal and written communication.
- Available and flexible to work overtime as and when required after hours and Public Holidays if required.

**Experience**:

- Office Management: 2 years (required)

**Language**:

- English (required)

Ability to Commute:

- Cape Town, Western Cape (required)

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