Office Administration Manager

We are hiring an **Office Manager / Group PA ** to support a leading company working at the epicenter of the innovation ecosystem.

**Summary**:Responsible for effectively managing the day-to-day administrative duties within the office ranging from facility management, office administration, HR support, and Executive assistance.

**Location**: Paardevlei, Somerset West.

**Schedule**: Monday - Friday, 08:00-17:00. Office based

**Responsibilities**:
Office Administration
- Handle all legal documents, SLA’s, NDA’s and supplier onboarding paperwork.
- Ensure security, integrity, and strict confidentiality of all company and employee data.
- Coordinate and manage small projects or events.
- Book business travel arrangements and organise all necessary details.
- Type, compile and prepare reports, presentations and correspondence where required.
- Oversee all office correspondence and administration.
- Implementing and maintaining procedures/administrative systems.
- Manage any relevant databases and filing systems.
- Collate and file expenses and any financial related information accordingly
- Perform review and analysis of special projects and keep the management properly informed

Facilities Management
- Manage relationships with specific service providers, ensuring that service is delivered as required and that all items are invoiced and paid on time.
- Develop and implement office policies by setting up procedures and standards to guide the operation of the office.
- Ensure office efficiency is always maintained by ensuring office policies, procedures, and systems are adhered to.
- Ensure ergonomics within the office and effectively manage of the purchasing of any office equipment and furniture within the allocated budget.

HR Administration
- Partner with HR to ensure all HR activities and related paperwork is in order and properly implemented within the business.
- Assist with specific HR activities such as onboarding and induction, recruitment and selection of specific roles, policy management, training, and development, building the employer brand, etc.
- Plan and execute company events/celebrations such as staff birthdays, annual anniversaries, team building, client lunches, gift cards & flowers, etc.
- Effectively manage any internal communications within the company (birthday messages, annual anniversaries, new joiner notifications, facility updates, HR initiatives, notice board updates, etc).
- Address any queries from staff regarding office management items (e.g., stationery, cleaning and kitchen supplies, travel arrangements, etc).
- Find new and creative ways to keep the team engaged and connected.

Executive Assistance
- Manage the diaries and calendars of the executives.
- Ensure reminders to the executives of important tasks, deadlines, and events.
- Organise and schedule meetings/appointments.
- Prepare meeting agendas where required.
- Accompany the executives to work meetings (where necessary) & take minutes in on-site and off-site meetings.
- Handle any personal requests from the executives.
- Maintain strict confidentiality and discretion throughout all executive dealings.

**Skills required, abilities & knowledge**

Administrative and business skills:

- Outstanding organisational and time management skills.
- Exceptional flexibility and ability to work on multiple projects or tasks simultaneously.
- Strong initiative and a proactive approach.
- Superb verbal and written communications skills.
- Extreme accuracy and attention to detail.
- Ability to thrive under pressure and meet all tasks with ease.
- Demonstrated ability to handle confidential matters.
- Strong problem-solving and decision-making skills.
- Strong business acumen and project management skills.

Tech-savvy skills:

- Strong administration and tech-savvy skills across various devices (pc, laptop, tablet, cell phone).
- Knowledge of the latest Microsoft software.
- Knowledge of various digital platforms currently available and ability to navigate these platforms.
- Ability to understand and make use of current software’s or platforms in the various business’.

People-related skills:

- Impeccable people skills and highly presentable.
- Ability to maintain excellent stakeholder relationships.
- A calm, positive and professional manner.
- Flexible and adaptable approach to work.
- Strong independent judgement.

**Minimum requirements**:

- At least 5 years of experience as a Front Office Manager or Office Administrator.
- Qualification in Business administration and/or HR Management is advantageous.
- Experience as an Executive Assistant or Personal Assistant is advantageous.
- Proficiency in the full Google suite (google sheets, google calendar, google drive) and current platforms in the market.
- Valid driver's license and own vehicle.

Ability to commute/relocate:

- Somerset West, Western Cape: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- Do you have a vali