Office Operations Manager

6 days ago


Pretoria, Gauteng, South Africa Ananzi Full time
Job Summary

We are seeking an experienced and organized Office Operations Manager to oversee the day-to-day administrative functions of our office. The successful candidate will be responsible for ensuring the smooth operation of our office and providing exceptional support to our staff and clients.

Main Responsibilities
  • Administrative Support:
    • Answering and Managing Calls: Handling incoming calls, taking messages, and directing calls to the appropriate extensions.
    • Email Management: Sorting, distributing, and responding to emails.
    • Mail Handling: Receiving, sorting, and distributing incoming mail and packages; preparing outgoing mail.
  • Front Desk Management:
    • Greeting Visitors: Welcoming clients, customers, and other visitors in a professional and friendly manner.
    • Visitor Management: Visitor screening and ensuring security protocols are followed.
    • Answering Inquiries: Providing information to visitors and directing them to the appropriate person or department.
    • Maintaining Reception Area: Keeping the reception area tidy and organized, ensuring it presents a positive image of the company.
  • Maintaining General Office Area: Ensuring that the entire office is clean and organized on a daily basis.
  • Administrative Tasks:
    • Scheduling and Appointments: Scheduling meetings, booking conference/boardrooms, and managing calendars.
    • Data Entry and Record Keeping: Entering data into computer systems, maintaining records, and filing documents.
    • Ordering Supplies: Monitoring office supplies and placing orders when necessary.
    • Preparing Documents: Creating and formatting documents, such as letters, memos, and reports on request.
    • Travel Arrangements: Booking travel and accommodation for staff.
    • Basic Accounting: Processing invoices and expenses.
    • Co-ordinate Meetings: Coordinating multiple internal and external meetings with ease and efficiency.
  • Other Duties:
    • Providing refreshments: Offering tea, coffee, or other refreshments to visitors and arranging meeting snacks when required.
    • Handling complaints: Addressing visitor complaints or concerns in a professional manner.
    • Liaising with other departments: Communicating with other departments to ensure smooth operations.
    • Assisting with events: Helping to organize company events or meetings.


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