Job purpose statement: The Office Manager is a well-rounded role responsible for overseeing the efficient operation of the administration, encompassing both soft and hard services, while also assisting the Facilities Manager with managing day-to-day office administration, financial functions, and administrative management tasks.
This position requires a blend of facility management expertise, office coordination skills, and financial administration proficiency. Reporting to the Facilities Manager, the Office Manager collaborates with various departments to ensure a well-organized and productive work environment.
Additionally, the Office Manager, under the supervision of the Facilities Manager, will assist with managing outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support. The Office Manager will provide weekly and monthly reports to the Facilities Manager.
Key Responsibilities: · Compile monthly status reports on tenant requests.
· Prepare monthly rental reports.
· Follow up on payments and invoices, rental updates.
· Administer maintenance and repairs of facilities.
· Coordinate with external service providers.
· Ensure safety and environmental compliance.
· Monitor and manage soft services contracts.
· Oversee office equipment and telephone systems.
· Support company events and meetings. Support the Facilities Manager with administrative tasks as needed.
· Obtain competitive quotes.
· Assist Manager with contracts, agreements, and SLA.
· Monitor vendor performance.
· Guiding and motivating administrative team, setting clear goals, and fostering a collaborative and productive work environment.
· Create and manage job cards for maintenance and facility improvement projects.
· Compare quotations from vendors and contractors.
· Process invoices, payment requests, and ensure timely payments.
· Maintain accurate financial records related to both hard and soft facility services.
· Follow up with procurement and Accounts department on PO's and Payments
· Track expenditures and identify savings.
· Ensure smooth office operations.
· Coordinate administrative tasks.
· Support Facilities Manager as required.
Qualifications: · Higher Certificate / Diploma will be an advantage.
· 3- 5 years Office Administration experience
· 3- 5 years Financial Administration experience
· 3 -5 years Facilities Management experience
· 1 - 2year Team Leader experience
· Advanced Excel, basic to intermediate PowerPoint, MS Word, report writing.
Knowledge, and behavioural competencies required for the position: Knowledge: · Proven experience in facilities coordination or Office management, preferably in a facilities environment.
· Strong knowledge of building systems, maintenance, and safety regulations.
· Proficiency in financial administration, including handling job cards, quotations, and invoices.
· Excellent communication, negotiation, and problem-solving skills.
· Strong leadership and team management abilities.
· Ability to multitask and prioritize projects effectively.
· Knowledge of sustainability practices and initiatives is a plus.
Skills: · Strong Written and Oral Communication
· The ability to follow job and safety instructions.
· Ability to work well in a fast-paced environment.
· Customer service skills and some telephone ethics
· Computer skills and use of Microsoft Office with Advanced Excel
· Helpdesk
· Facilities Technical insight and understanding – (will be an advantage)
· Must have strong interpersonal skills and ability to work in a team environment.
· Responsibility for follow-up on actions based on various team projects.
· High organization skills in managing multiple projects simultaneously.
· Ability to perform and manage technically complex projects using independent judgment and personal initiative.
· Build strong internal and external relationships using effective verbal and written communication skills.
· Work independently without regular direct supervision.
· Supervisory skills
Behaviours/Personal Attributes: · Methodical
· Good interpersonal skills.
· Proactive
· Ability to organise and effectively prioritise workload.
· Work as part of a team.
· Attention to detail.
· Must be able to work well with people.
· High customer ethic
· Safety orientation
· High Integrity
· Assertive
Should you not hear from us within 21 days of the closing of the advert, kindly regard your application to have been unsuccessful.
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