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Office Manager
5 months ago
**Are you a highly responsible individual with impeccable attention to detail and exceptional critical thinking skills? Do you take pride in your organisational abilities and proactive mindset, considering them your superpowers? If so, this Office Manager position might be the perfect opportunity for you**
We are looking for a dedicated and energetic professional who is committed to delivering high-quality work, has an extraordinary ability to multitask, and can work accurately on their own initiative without losing sight of priorities. **This part-time (50-80%), independent, remote-hybrid position is based in Camps Bay, Cape Town.**
As our Office Manager you will oversee all administrative requirements, including internal accounting processes, for our growing portfolio of boutique guesthouses and villas. You will play a crucial role in implementing and maintaining quality control processes, ensuring that all procedures across our portfolio run smoothly, meeting high standards of accuracy, efficiency, and compliance.
**Personal Qualities & Competencies**:
- Outstanding organisational, coordination and time management skills
- Willing to serve in multiple capacities with entrepreneurial spirit
- Excellent analytical and problem-solving skills with the ability to identify areas for improvement and implement effective solutions
- Result-driven approach to work with a strong commitment to continuously seeking for improvement opportunities
- Highly conscientious and responsible with strong capacity for critical thinking
- Proven job diligence, dedicated and committed to maintain high standards of accuracy
- Exceptional capability to multitask, prioritise work load and meet deadlines
- Proactive approach to challenges and the ability to make sound decisions independently
- High affinity for numbers, a meticulous eye and strong attention to detail are paramount
- Excellent written/verbal (EN) communication and interpersonal skills
- A team player with high integrity, unwavering honesty and reliability
**Education & Experience**:
- Minimum 3 years of experience as administrator, PA, secretary or similar
- Expert proficiency in MS Office Suite and Google Workspace, asana or other project management software, video conferencing tools, calendar management etc.
- Strong understanding of quality management tools, methodologies and techniques
- Experience in accounting software, such as Xero, QuickBooks or similar
- Solid understanding of accounting principles and practices
- Working knowledge of the Value Added Tax Act (VAT), the Protection of Personal Information Act (POPI), the relevant sections of the Financial Intelligence Centre Act (FICA), as well as the Basic Conditions of Employment Act (BCEA)
- Bachelor’s degree in business administration or similar experience/education preferred
- Valid driver’s license and own reliable transport required
**Key Responsibilities**:
- Manage and maintain the overall organisation and efficiency of the office, ensuring that all systems, processes, and procedures are in place and functioning effectively.
- Provide administrative assistance to Executives and various departments, including coordinating meetings, managing correspondence, as well as organising and maintaining secure office files and accurate records.
- Collaborate with Executives to establish and implement policies and best practices that improve office productivity and performance.
- Develop, implement, and maintain a quality management system to ensure that all work produced throughout our portfolio meets established standards of quality, accuracy, and compliance.
- Regularly review and assess existing processes and policies, identifying areas for improvement and implementing necessary changes to enhance overall quality.
- Analyse data and generate reports to track progress toward quality and quantity objectives, using this information to inform decision making and drive improvements.
- Oversee the organisation's budget, tracking expenses, negotiating contracts with vendors and identifying cost-saving opportunities.
- Handle daily financial tasks, including processing invoices, providing monthly statements to our clients, reconciling accounts payable and receivable, and maintaining accurate records of financial transactions.
- Collaborate with the accounting team to improve financial processes and implement best practices.
- Assist payroll processing, ensuring that employee information is up-do-date and accurate, and addressing any payroll-related inquiries or concerns.
- Support the onboarding process for new employees by preparing workstations, supplying orientation materials, and ensuring a smooth transition into the team.
- Manage B2B and B2C database throughout the organization.
- Supervise supplies and equipment, including procurement, inventory management and maintenance across all properties.
- Stay current on industry trends, best practices, and regulatory requirement to continually enhance offi
