Office Manager

MAIN JOB PURPOSE
- Organises and coordinates office administration and procedures, and ensure organisational efficiency, safety, and effectiveness, responsible for inter and intra office communication, protocols, streamlining procedures and office staff supervision.
- To provide administrative support to the General Manager while supporting the B-BBEE Advisory service team to ensure B-BBEE compliance is aligned with business objectives.
- The primary responsibility of the position is to ensure that the end-to-end processes are followed and to assist the business to track its progress by standardizing documentation and checking that risk is mitigated while managing the Signa Advisor Office

QUALIFICATIONS & EXPERIENCE
- Matric/Grade 12
- Minimum requirement of Executive Secretaries Certificate or Certificate in Office Administration or equivalent
- HR or BA tertiary qualification or similar will be advantageous
- Certificate in Project Management is advantageous
- 1-2 years working on B-BBEE experience will be an advantage
- Minimum of 5-year work experience of which 3-5 years as a Personal Assistant
- At least 2 years’ experience in a supervisory role
- Experience at working both independently and in a team-orientated, collaborative environment.

DUITES & RESPONSIBILITIES

**The duties include the following**:
Office Administration
- Ensure smooth running of the office on a day-today basis
- Managing all catering and cleaning equipment requirements
- Ensure Health & Safety policies are updated
- Make travel arrangements for all personnel
- Organise and schedule meetings and appointments
- General diary management of the GM
- Attend meetings and take minutes in Senior Management meetings and execute on all associated admin
- Collaborate with key stakeholders to ensure personnel & contractual matters are handled accordingly
- Asset Management for SAS
- Coordinate with IT department on all office equipment
- Collate and process all dept invoices for payment and reconciling of department credit card expenditure
- Track and capture all departmental expenses and submit a report monthly
- Collate and prepare consolidated monthly reports for GM Management Meetings
- Compiling Forecast vs Actuals tracking report on a weekly basis
- Providing weekly Sales Reports by checking & ensuring that invoices are billed correctly
- Assisting the GM with coordinating the project programs, and ensuring timelines are met
- Communicate and liaise with Business Leaders/clients and stakeholders

Advisory Team Training
- Scheduling of training program & managing the calendar annually in accordance with objectives

Processes and Standardisation
- Support the Advisory team with process improvement, measurement, and administration relevant to their functional areas.

BEE Administration & Support
- Draft a yearly plan that will be updated monthly, for Advisory team plan according to BEE Certificate expiry dates and Financial Year Ends
- Draft Advisory proposals for prospective clients and making follow ups
- Providing support for the onboarding of new clients
- Preparing of welcome letters for new clients
- Filing of all electronic documents to Google, and maintaining data integrity
- Updating of lists of Clients and assisting analyst (s) with file preparation for verification
- Ensuring POPIA client documents are completed
- Respond to client queries via mail or alternatively allocating queries to relevant team member
- Assist Analyst and Advisors with Data Capturing client information on the calculator
- Request for information for Baseline Assessments from clients and follow up with client until ALL required information is received
- Capturing Baseline Assessments & Verification Client Information Sheets on the BEE System
- Comparing Employee List detail with Management Control Summaries
- Checking Procurement lists for anomalies
- Checking Skills Development claims against substantiating documents
- Request for File Build information from client and follow up with client until completion

COMPETENCIES & SKILLS
- Project and office Management Skills
- Excellent computer literacy and a proficiency with Google Suite and Microsoft Office
- Leadership and people management
- Team engagement & relationship building skills
- Quick decision making.
- Analytical thinker & Attention to detail
- Effective communication skills
- Effective Report Writing Abilities
- Basic financial skills
- Strong Organizational skills
- Understanding of governance requirements
- A result and success-oriented mentality, conveying a sense of urgency and driving issues to closure.
- Maintain client relationships, be customer focused & Deliver quality service
- Ability to work under pressure& independently within company policies and procedures
- Practice a high level of confidentiality, reliability & discretion.

POPI

OHS
Must comply with all OHS, security and diseases control requirements on company and in client environment as required.