Office Manager

1 week ago

Bryanston, South Africa HRInsync Full time

**Office Manager / Office Administrator**

**Company**

Investment holding company that owns many business interests

**Responsibilities**

**General Administration**
- Manage office operations alongside the Executive Director and ensures efficient and effective general day to day office administration services
- Understand company procedures and processes and operate them to the required standard
- Upkeep of the office premises, ensuring maintenance, repairs and cleaning are carried out effectively and timely.
- Ensuring client’s focus within all areas of operational activities, and that effective relationships are maintained with key client contacts
- Liaising with and supervising internal junior personnel (front office receptionist/office clerk, drivers, and office cleaner) on various office functions
- Develop and maintain effective computerized filing on the Lonsa icloud system backed by a paper
- based filing system to meet the needs of the group of companies
- Act on senior management instructions and staff requests in a professional and timely manner
- Provide any ad-hoc support to all the senior staff including document management and production
- Arranging and coordinating meetings and minute taking in Board meetings if and required.
- Coordinate staff meetings, take and disseminate meeting notes.
- Provide support to all departments, by gathering, and sharing required information to the relevant teams
- Managing outsourced services including new suppliers, comparing prices, getting quotes, procurement of any office consumables, furniture and or uniforms and creating proposals for submission and authorization to the Executive Director
- Follow up on deliverables and projects performance as assigned from time to time and reporting on all issues to the Executive Director
- Record and gather reports from all departments and teams within the group of companies based on the timeline and deadlines agreed with internal teams and third parties and share with the Executive Director.
- Mention proactively any failure of the roadmap and timelines agreed to the Executive Director
- Overseeing any new building or facilities projects in conjunction with the Executive Director
- Assisting the Managing Director of the properties division with any other duties as required from time to time in conjunction with the Executive Director
- Oversee and proceed with any pending uncomplex matters and to escalate to the Executive Director any complex matters arising, follow up for responses required either from internal teams or third parties.
- Making any necessary and agreed updates to the company’s website
- Performing any other ad-hoc duties as assigned from time to time.

**Finance**
- Handling of petty cash and disbursements and updating petty cash vouchers monthly for inputting by finance department and authorization by Executive Director

**Company Health and Safety**
- Ensure the office is always kept tidy and promoting a safe working environment for all staff, act as the health and safety Officer of the Company and assisting with ensuring compliance with Health and safety requirements (e.g., Hazard Reporting)
- Ensure any incidents in the workplace are properly recorded and documented
- Ensure that the office first-Aid kit is always fully stocked

**Requirements**:

- At least 5-8 years proven working experience in office administration and management
- Understands the processes required to successfully implement office solutions
- Experience in a fully professional organization
- Excellent client-facing and internal communication skills and ability to work with other staff members as a team
- Excellent written and verbal communication skills
- Solid organizational skills including attention to detail and multitasking skills
- Strong working knowledge of Microsoft Office (including Excel, Word, and PowerPoint)
- Leadership skills and the ability to ‘make things happen’
- Ability to problem solve
- Adaptable and reliable
- Ability to balance and ensure goals are in alignment with the company's direction
- Effectively optimize company opportunities through all reasonable means
- Develop impeccable working knowledge of the business and it’s aims
- Relevant Degree / Diploma
- Own car and driver’s license

**Job Types**: Full-time, Permanent

**Salary**: R18,000.00 - R25,000.00 per month

Ability to commute/relocate:

- Bryanston, Gauteng: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Certificate (required)

**Experience**:

- office management: 5 years (required)

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