Office Manager

4 weeks ago

Durbanville, 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 cost-saving 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 well-maintained.

**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 bar-coded 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 high-quality standards.
- Excellent English communication skills and strong written skills.
- Exceptional organisational and time-management skills.
- Strong problem-solving 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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