Office Manager

SUMMARY:
Our legal client based in Roodepoort is looking for a Office Manager to join their dynamic team

POSITION INFO:
Minimum requirements:

• Matric or equivalent qualification
• Human Resource Degree of Diploma
• Minimum of 3-5 years' experience in Office Management/HR in a law firm with not less than 10 employees in an added advantage
• Computer Literacy - MS Office

• Oversee the inventory and procurement of office supplies, including stationery, coffee, and cleaning products, ensuring stock levels meet office needs
• Manage relationships with office suppliers, coordinating deliveries and maintenance
• Ensure the office environment is well-maintained, handling any repairs or issues
• Prepare and edit documents such as reports and letters as required, ensuring all written materials meet the company’s standards
• Manage filing and documentation
• Manage the booking system for the boardroom
• Managing company vehicle bookings
• Organizing detailed and lengthy files filled with documents necessary for pending cases
• Categorize and store these files, along with maintaining office's law library and supplies
• Retrieve documents for attorneys to do their work
• Ensure office supplies are enough
• Monitor the diary system
• Ensure the administration of the firm is in order
• Ensure the smooth running of the firm
• Court files, calendars with court deadlines must be administered
• Handle petty cash management, reconcile expenditures, and submit reports to the accountant on a monthly basis
• Organize client gifts and marketing materials for events, including obtaining quotes and liaising with vendors
• Manage travel arrangements for senior staff, including flights, accommodations, car rentals, insurance
• Prepare travel packs for employees, ensuring they have all necessary documents for trips
• Assist staff with travel claims and manage reimbursement processes
• Plan and arrange office social events, including year-end functions, ensuring a smooth and enjoyable experience for all attendees
• Liaise with external service providers to resolve any IT related issues
• Arrange for technical support when necessary
• Draft, review, and update company policies, ensuring they are aligned with best practices and legal requirements
• Handle insurance renewals and manage claims for vehicles and other assets
• Address any insurance-related queries and liaise with providers as necessary

• Oversee staff onboarding, ensuring all required documentation (e.g., personal information, bank details, ID) is collected and filed appropriately
• Ensure new employees have access to the policy folder and complete relevant policy sign-offs
• Keep up-to-date records of staff leave, processing leave forms in a timely manner
• Oversee capacity issues and adjust as necessary
• Conduct job analysis and job evaluation
• Develop and design job descriptions - motivate and resolve any internal disputes
• Support and initiate the company disciplinary code and grievance issues
• Review employment and working conditions to ensure legal compliance
• Monitor staff attendance and report thereon,
• Assist with HR issues such as discipline as required
• Support the development and implementation of HR initiatives and systems
• Actively implement HR policies and procedure
• Prepare contracts of employment
• Issue contract termination letters on request
• Maintain and update the MS Teams leave calendar