Office Manager

10 hours ago

Sandton, South Africa Pele Energy Group Full time R50 000 - R120 000 per year

The purpose of the role is to ensure the smooth running of the office on a day-to-day basis and manage administrative and support staff and/or contractors. The Office Manager is also responsible for ensuring sound corporate governance practices.

Requirements

Office Administration

  • Diary Management for the Office

  • Speaking Engagements: Photos & Profiles

  • Key Presentations: Design & Print Support

  • Manage and oversee Travel Arrangements and internal policy and procedure
  • Manage Stationery: Business Cards & office essentials
  • Equipment: Laptops, iPads etc

Facilities Management

  • Manage facilities contracts
  • Manage office space plan
  • Manage queries related to building
  • Cleanliness of the office

Office Equipment

  • Lead and Manage relationships with all suppliers
  • Own & Maintain Register of equipment
  • Own & Maintain Contracts Register of equipment
  • Record all depreciation & related disposals
  • Lead Insurance Claim Processes

Office Essentials & Petty Cash

  • Ensure that all monthly essentials are replenished, including stationery, groceries etc.

Document Management

  • Ensure that all physical documents are appropriately stored by designing & maintaining a filing system
  • Ensure offsite storage for documents with regulatory life requirements
  • Ensure that company documents stored electronically are secured through restricted access
  • Manage all couriered or physical mail & related suppliers

Governance, IT, Travel and Health and Safety

  • Be the H&S responsible person for the office
  • Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
  • Keep records of security codes, tags, passwords etc.
  • Receive, disseminate & store: receipts, invoices and POPs for all payments
  • Review suppliers & related contracts and make recommendations to hire/fire
  • Draw up annual budget for Board Approval: Equipment, essentials, petty cash and other

Marketing & Culture

  • Ensure that physical branding is in order e.g. office signs
  • Plan company events: annual celebrations; birthdays and ad hoc: venue; equipment; food etc.
  • Ensure that staff have Pele gear: t-shirts, caps etc

Company Secretariat

  • Organise meetings, board meetings, Exco, PRC and IC meetings: printing; facilities; venue & food
  • Collate board pack (standardise inputs from accountable parties into single document)
  • Attend & Minute all board, Exco, PRC and IC meetings
  • Circulate Minutes & Board Resolutions Register within a week of each board meeting
  • Maintain Board Resolutions Register
  • File Minutes, Board Packs & Board Resolutions Register
  • Update and manage all compliance documents as per the Companies Act and related legislation

Ad-Hoc

  • Liaise with Management team to ensure that their needs are met

Desired Skills and Qualifications

  • A bachelor degree or equivalent.
  • Five years of experience in office administration

  • Knowledge of office management procedures

  • Adaptability

  • Communication, negotiation and relationship-building skills
  • Proficiency in Microsoft Office programs
  • Strong problem-solving skills
  • Excellent organisational skills
  • Highly motivated and ability to prioritize efficiently
  • Ability to work alone or as part of a team
  • Enthusiastic and reliable
  • Initiative
  • Leadership and the ability to 'make things happen'
  • Budgeting skills

Competencies

Leadership Capabilities:

  • Participative Leadership
  • Planning and Organizing
  • Monitoring and Measuring

Cognitive Capabilities:

  • Analysis and Attention to detail
  • Problem Solving
  • Critical thinking

Interpersonal Capabilities:

  • Assertive
  • Methodical
  • Drive and Action Oriented
  • Flexibility
  • Excellence and Quality Orientation

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