Office Manager

3 months ago

Stellenbosch, South Africa Berry World Full time

**MAIN** PURPOSE OF THE JOB**

The Office Administrator is responsible for ensuring that all office and specified general administrative duties are executed and that the office functions effectively.

**KEY PERFORMANCE AREAS AND INDICATORS**

**Office Management and Administration**
- Greet and welcome visitors.
- Answering incoming calls and diverting of incoming calls to relevant employees.
- Control and record keeping of all incoming office related correspondence.
- Submit the monthly printer readings to the printing service provider.
- Check the delivery note against supplier purchase order (on relevant supplies as per set responsibility).
- Maintain a kitchen stock sheet with assistance from the Cleaning Coordinator.
- Submit a monthly usage and cost summary on the stock used within the office (kitchen and stationery).
- Order or purchase office groceries as required (coffee, tea, milk, sugar, rusks etc.).
- Coordinate the sending of mail, parcels, or packages as and when required.
- Preparing refreshments for meetings or coordinate with the cleaning co-ordinator to prepare refreshments for meetings timeously (including board meetings).
- Ensure that the office insurance register is maintained and updated monthly to reflect any new purchases.
- Submit and follow up on all insurance claims timeously until they have been finalised under the supervision of the Finance Manager.
- Inform the HR Department as well as finance of any co-payments due, by employees or by the business after claims have been processed.
- Complete the credit card recon as per the timelines stipulated by Finance and ensure the recon is signed off by the HR Business Partner.
- Loading invoices received for payment with the finance department timeously and with all accompanying documentation.

**Office Maintenance**
- Ensure that the office functions properly). Log calls timeously to the landlord to arrange for repairs as per rental agreement.
- Follow-up on any repairs and quotes, schedule repairs and ensure repairs are thoroughly completed within a reasonable time frame.
- Conduct routine inspections (monthly) of facilities and equipment.
- Schedule approved service providers for routine maintenance services and repairs. (competitive quotes to be sourced as well as some research on the organisations service levels)

**Office access, safety and security**
- Keep clearly marked keys to the building and offices in a designated key box as and when required.
- Arrange building access for new employees to be ready on the first day of work.
- Maintain an up-to-date key register where employees sign for receipt of office keys as well as the return of office keys.
- Ensure that the alarm system is serviced and in a fully working condition.

**PA support to the SLT**
- Assist the SLT by organising and coordinating meetings, including preparing agendas and taking minutes during specified meetings.
- Assist the SLT in the preparation of reports, presentations, and correspondence and manage any confidential information with discretion.
- Assist the SLT with any travel-related arrangements as per the Travel Arrangement KPA.
- Perform any other administrative duties as required by the SLT.

**Travel arrangements**
- Make travel arrangements for BerryWorld board of directors as and when required.
- Assist the Senior Leadership Team with any travel related bookings or enquiries.
- For international travel, assist all employees as required with:

- Flights
- Accommodation
- Taxi’s/ Shuttles
- Issue itinerary to the relevant person at least 1 week before departure
- For local travel (within South Africa), assist all employees as required with:

- Booking flights.
- Booking accommodation.
- Arranging car hire
- Issue itinerary to the relevant person at least 1 week before departure
- Make any changes/ adjustments to the travel arrangements as required.
- Attend to all travel arrangement queries and resolve them promptly.
- Make relevant changes/ cancellations timeously to ensure that there is no cost-impact on the business.
- Ensure that all travel related invoices are paid timeously.

**Event management**
- Liaise with external event organisers and hold the administrative and organisational responsibilities related to our external event calendar.
- Take the lead and manage the Grower Day events, Season Launch events and any other events as directed by the General Manager and/ or Managing Director, including but not limited to:

- Proposing 3 venues in budget to the event initiator for review.
- Book, coordinate, and communicate the venue/s, agendas, attendance register, accommodation, and refreshments timeously.
- Ensuring that all dietary requirements of various stakeholders are met.
- Obtain all final invoices and payment information and ensure payments are successfully processed before the event
- Assist the HR Business Partner with the planning and coordination of the annual company team building and end-of season function, including but not lim

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