Office Administration Manager

We are hiring an young and enthusiastic **Office Administrator ** to support a leading company working at the epicentre of the innovation ecosystem.

**Summary**: Responsible for 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_
- Serve incoming guests with refreshments, as well refreshments for select staff meetings.
- 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.
- Assisting with 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
- Ensure security and strict confidentiality of all company and employee data.
- Assist with any legal documents, SLA’s, NDA’s and supplier onboarding paperwork.
- 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.
- Assist with office policies and standards to guide the operation of the office.
- Ensure office efficiency is maintained by ensuring office policies, procedures and systems are adhered to.
- Ensure ergonomics within the office and manage the purchasing of any office equipment and furniture within the allocated budget.
- HR Administration_
- 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.
- 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.
- 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.

**Minimum requirements**:

- 2-5 years of experience as an 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.

**Skills & Knowledge required**:

- Knowledge of Microsoft software, Google Suite, etc
- Tech-savvy across various devices and online platforms

**Competencies & Qualities**:

- Enthusiastic & positive mindset
- Impeccable people skills and highly presentable
- Ability to maintain excellent relationships with all business stakeholders
- Willingness to learn
- Superb verbal and written communications skills.
- Strong initiative and a proactive approach
- Attention to detail
- Outstanding organisational skills
- Strong problem-solving and decision-making skills
- Highly Adaptable
- Good project management skills
- Ability to handle confidential matters

Ability to commute/relocate:

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

Application Question(s):

- Do you have a valid driver's license?
- Are you proficient and familiar with Google Suite and current platforms in the market?

**Experience**:

- Front office Manager/Office Administrator: 5 years (required)
- Executive Assistant/Personal Assistant: 3 years (preferred)

License/Certification:

- Business administration and/or HR management Qualification (preferred)