Office Manager

1 month ago

Centurion, South Africa Heptacon (Pty) Ltd Full time

**Position Overview**:

- The Office Manager oversees daily administrative operations and ensures smooth functioning across various areas of the office, including Human Resources, Finance, and Projects. This role involves managing office resources, supporting staff, and executing tasks that support company’s objectives.
- The Office Manager will work closely with team leads and management to provide effective operational, financial, and administrative support.

**Key Responsibilities**:

- **Office Operations**_
- Manage daily office operations, ensuring efficiency in administrative tasks.
- Organize office layout, maintain office supplies, and manage equipment maintenance.
- Act as the point of contact for internal and external queries.
- Human Resources Support
- Assist HR in recruiting efforts, including posting job openings, coordinating interviews, and onboarding new hires.
- Manage employee records and ensure compliance with HR policies.
- Oversee time-tracking, attendance, and leave management.
- Organize training sessions, employee engagement activities, and team-building events.
- Address basic HR-related questions from employees and escalate issues to HR as needed.
- **Finance Administration**_
- Prepare and monitor office budgets, track expenses, and provide financial reports.
- Process and reconcile invoices, manage petty cash, and handle expense reimbursements.
- Support finance teams in preparing monthly and quarterly reports, including office expenses.
- Ensure compliance with financial policies and contribute to financial audits and reviews.
- **Project Administration**_
- Support project managers in administrative tasks, including scheduling meetings, maintaining project files, and updating project timelines.
- Track project-related expenses and assist in budget management.
- Coordinate with cross-functional teams to ensure project resources are available.
- Monitor project milestones, deadlines, and communicate progress updates to stakeholders.
- Assist in preparing project-related documents, such as reports, summaries, and presentations.
- **Staff Coordination and Supervision**_
- Supervise administrative and support staff, assigning tasks and monitoring performance.
- Assist with hiring, training, and performance reviews for office support staff.
- Coordinate office events, meetings, and other organizational activities.
- **Supply Chain Management (SCM) / Procurement**:_
- Manage procurement of office supplies, equipment, and services, ensuring quality and cost-effectiveness.
- Track inventory levels, forecast supply needs, and ensure timely delivery of goods and services.
- Ensure compliance with procurement policies and maintain accurate records of all purchases and supplier agreements.
- **Policy Implementation**_
- Develop, implement, and improve office policies and procedures.
- Ensure compliance with company policies across HR, finance, and project processes.
- Support management in enforcing policies to maintain a positive office culture.
- **Qualifications**:_
- Proven experience as an Office Manager, Administrative Manager, or similar role.
- Experience with HR practices, financial administration, and project coordination.
- Proficiency in office management software (e.g., MS Office, Google Workspace, HR and project management tools).
- Strong organizational and time-management skills.
- Bachelor’s degree in business administration, management, human resources, or a related field (preferred).
- Skills and Competencies:

- Organizational Skills: Ability to manage multiple administrative, HR, finance, and project tasks efficiently.
- Leadership: Capable of supervising and motivating office and support staff.
- Financial Acumen: Basic knowledge of budgeting, accounting principles, and financial reporting.
- Project Management: Skilled in supporting projects, tracking milestones, and maintaining timelines.
- Communication: Strong written and verbal communication skills for interacting with diverse teams and external partners.
- HR Knowledge: Understanding of basic HR practices and employee relations
- **"Drivers licence: Compulsory Requirement"**_

**Job Type**: Temporary
Contract length: 6 months

Pay: R20 000,00 per month

Application Deadline: 2024/11/14

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