Office Manager

SUMMARY:
Our client in De Bron is seeking an experienced Office Manager for an exciting opportunity. This role requires a candidate with over 5 years of proven experience as an Office Manager or Executive Assistant, possessing strong administrative and project management skills. The ideal candidate must be adept at multitasking and hold a certificate in administration or a related field. Health and Safety certifications would be beneficial. Valid driver’s license and access to their own vehicle are essential. If you meet these qualifications and are ready to take on a dynamic role in a thriving organization, we encourage you to apply.

POSITION INFO:
A recent professional profile photo is to accompany your application
EMPLOYMENT TYPE : Permanent
SECTOR : Management
BASIC SALARY : R20 000
START DATE : A.S.A.P / Immediate

REQUIREMENTS:

• Own vehicle and a valid driver's license
• 5+ years working experience as an Office Manager and/or Executive Assistant
• Strong administrative and project management skills
• Must be able to multi-task
• Certificate in administration or any other relevant qualification
• Health and Safety certifications will be advantageous

• General administrative functions: Managing daily office operations, including handling correspondence, filing, and record-keeping to ensure efficient office function
• Calendar management: Maintain and update the diaries of Exco members by scheduling appointments, meetings, and other events to avoid conflicts and ensure optimal time management
• Travel Arrangements: Organize travel plans, including booking flights, accommodation, and transportation. Prepare detailed travel itineraries, ensuring all necessary information is include
• Assist in arranging on-site and offsite events: Ensure smooth logistic coordination for all events. Provide on-site support during events to ensure everything runs smoothly

• Consumable orders (weekly, monthly)
• Manage office related suppliers
• Stationery orders
• Couriers

• Managing the cleaning staff member(s) – duties and ad-hoc duties
• Facilitate board meetings or external meetings (refreshments and equipment required)
• Manage the relationship with stakeholders including but not limited to the landlord (e.g., reporting any issues, requesting parking etc.), vending machine supplier, florist, and all food and beverage vendors

• Manage Boardrooms and all Executive Meetings, ensuring availability and managing bookings.
• Ensure that the boardroom is always clean and tidy

• Assist HR with stipulated onboarding and off boarding tasks
• Ensure all new hires desks are set up on their first day with a welcome pack and all necessary onboarding coordination has been arranged

• Welcome and greet visitors/clients with a positive demeanor, ensuring a professional and amiable initial encounter.
• Maintaining vigilance over the reception area to ensure its cleanliness and tidiness
• Assisting and ensuring visitors are offered refreshments
• Maintaining constant vigilance and attendance in the reception area
• Direct visitors accurately to the appropriate meeting rooms or offices

• Regular building walk through to check for any repair items required
• Weekly fire equipment checks to ensure that it is in order

• Perform monthly first aid box checklist
• Perform monthly first aid machine checks
• Perform monthly SHE checks in the building
• Perform H&S orientations for all new starters
• Log all SHE checks to Building Maintenance
• Update roll call sheets

• Confirm evacuation signage in 4 sectors still valid

• Perform annual fire prevention check

• Ensure Building Maintenance fixes all items identified within 30 days

• Monday to Friday: 08:00 – 17:00