Office Manager/pa Support

2 weeks ago

Cape Town, South Africa FNZ Full time

Role Description

This role will form part of FNZ’s frontline and will centre on providing administrative support to the business by managing the business suppliers and ensuring the Cape Town office requirements are met. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. Offering light PA support to executives within the office.

Organisational Design

This role will sit within the Support Services (Administration) team.

Team Responsibilities

The Support Services team is responsible for supporting the business, providing quality service to both internal and external clients.

Specific Role Responsibilities
- Co-ordinate and manage the Cape Town office in line with business values
- Supervise the reception functionality and ensure services and support are provided as expected
- Work closely with the Support Services team and maintain strong communication links across the SS team/business
- Manage the budgets for assigned office location(s)
- Manage office security in conjunction with IT department and building security team for assigned locations
- Assisting the UK/SA divisional Office Manager head with the management of health and safety policies and procedures and Covid safety for assigned locations
- Ensuring services of contractors are in line with agreements at assigned locations
- Coordinate and oversee office moves, refurbishments, and layout alterations for assigned locations as required
- Ensure new starters are orientated across assigned locations
- Managing meeting room facilities to ensure the best standards are provided, ensure AV equipment is provided, any hospitality and catering requirements are met for assigned locations via the reception Page 2 Property of FNZ Private & Confidential
- Responsible for setting up agreements with and managing office suppliers to ensure the best possible, cost effective, service is obtained
- Oversee management of office consumables, stationery and kitchen consumables
- Within the Support Services team it is required that the individual provides cover for holidays with your assigned ‘buddy’
- Undertake any other projects/tasks as may be reasonably required to facilitate the smooth operation of the Company.
- General administration duties including scanning, printing and/or filing as required by the office
- Attend building Mgmt Meetings
- Ensure all office documents/guides are uploaded to the company portals.
- Undertake Fire Marshal and First Aider Training.
- Day to day PA management
- Providing technical expertise
- Be responsible for the executives’ diaries, undertaking extensive diary management.
- Become familiar with the executives’ workload in order to assist efficiently.
- Familiarise yourself with executives’ internal/external clients & direct reports; be available to support the executives teams as required.
- Organise key documents and files.
- Reconciliation of the executives’ monthly corporate credit card statements.
- Support with Travel.

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