Office Operations Manager

2 weeks ago

Pietermaritzburg, KwaZulu-Natal, South Africa Isilumko Staffing (JHB) Full time

Job Title: Client Manager


About the Role:


Isilumko Staffing (JHB) is seeking a skilled Client Manager to oversee the day-to-day operations of our co-office workplace. As a Client Manager, you will be responsible for ensuring all members are taken care of, managing office, retail, and meeting rooms/workspace.


Key Responsibilities:


1. Membership:


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  • Facilitate membership agreements.
  • Monitor agreements to ensure that members abide by the rules and not exceed agreed occupancy levels.
  • Manage onboarding and offboarding procedures with incoming and outgoing members.
  • Manage relationships with members and deal with questions and complaints.
  • Monitor the usage of office equipment such as printers, telephones, and access control.
  • Ensure that members accounts are paid within agreed time limits.
  • Process overdue accounts either to payment, or in extreme cases manage eviction.
  • Variable Expenses invoicing:
  • Resources (Boardroom, meeting room etc)
  • Printings, calls, signage & parking
  • Payment Management
  • Age analysis
  • Payment chase
  • Check auto invoices
  • House rules document
  • MEMBER MANAGEMENT
  • Requests
  • Complaints
  • New Member / user on boarding:
  • Create checklist procedure i.e access to building, vox etc
  • Update individual & Team profiles
  • Finding new potential member/community members:
  • Walk arounds with enthusiasm
  • Waiting list:
  • Constantly maintained & communicated
  • MARKETING ENGAGEMENT:
  • New Marketing strategies
  • Post 3 posts to social media each week (minimal)
  • Member posts & photos
  • Communicating management:
  • Events
  • Health and Safety compliance
  • First aid compliance
  • Shoppe involvement

2. Management of the building and other assets:


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  • Identify maintenance issues and book a maintenance worker to conduct repairs.
  • Generate a maintenance list weekly on Fridays for the following week.
  • Report all network and printer issues to IT.
  • Ensure that each member has sufficient office furniture as per their agreement.
  • Ensure that there is sufficient hardware (data points, etc.) to fulfil each membership contract.

3. Management of staff:


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  • Create and monitor cleaners work schedule.
  • Plan, schedule and monitor the work of staff shared with Halls Retail.

4. Health and Safety:


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  • Identify health and safety risks.
  • Ensure that risk mitigation plans are carried out.
  • Staff are allocated and use correct PPE.
  • Ensure that fire extinguishers are visible and serviced.
  • Ensure that staff and members are trained in the use of fire extinguishers.
  • Implement a safety programme.

5. Events:


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  • Set up and organise after work markets.
  • Set up networking events for members.
  • Run "creative Saturdays" for artisans.
  • Organise space and facilities for meetings and training workshops.

Requirements:


Matric with some tertiary business studies. At least 3 years of experience working with booking systems, sales and customer service. Real Estate experience an advantage.


Key Skills:


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  • Planning and scheduling.
  • Time management.
  • Building maintenance.
  • Managing upkeep and housekeeping.
  • Project management.
  • IT skills: Outlook, Word, Excel, Xero.
  • Behavioural skills: Communication, problem solving, conflict management, customer service, assertiveness, negotiation, listening skills, emotional intelligence.
  • Personal attributes: Outgoing, mature, creative, well-organised, calm under pressure, decisive, good finisher.

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