Job title: Office Manager
Location: Johannesburg
Duration: Permanent
Purpose of the Position
The Office Manager is responsible for ensuring the smooth operation of an office by managing administrative tasks, coordinating office services, and supporting staff. This role involves overseeing day-to-day office activities, managing supplies, handling correspondence, and ensuring a productive work environment.
Minimum requirements: Diploma/ bachelor's degree in business administration, Office Management, or a related field (preferred but not always required).Proven experience as an Office Manager, Administrative Assistant, or similar role.Strong organizational, multitasking, and time-management skills.Excellent written and verbal communication skills.Proficiency in Microsoft Office Suite and office management software.Knowledge of basic accounting principles and budget management.Responsibilities: Office Operations Management:
• Oversee the daily operations of the office to ensure efficiency and effectiveness.
• Manage office layout and ensure that office spaces are properly organized and maintained.
• Coordinate office maintenance, repairs, and service requests with vendors or building management.
• Handle office-related emergencies and ensure continuity of operations.Administrative Support:
• Provide administrative support to staff, including scheduling meetings, managing calendars, accommodations, and booking travel.
• Assist in the preparation of reports, presentations, and correspondence.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Take and type minutes of the meetings.
• Supervise and monitor the work of administration staff.
• Assist in the preparation of letters, presentations, and reports.Supplies and Inventory Management:
• Manage office supplies inventory, ensuring items are stocked and reordered as needed.
• Track office expenditures and ensure budget adherence for office supplies and services.Vendor and Service Provider Management:
• Manage relationships with office service providers (e.g., cleaning services, IT support, security services).
• Ensure that services provided by external vendors meet the organization's standards and needs.Financial Oversight:
• Monitor office expenses and other operational costs.
• Assist in budget planning for office-related expenses.
• Work with the finance department to ensure the new office search aligns with the company's financial goals.
• Gather data on possible cost-saving options, such as energy-efficient buildings or flexible leasing terms.Assessing Office Requirements:
• Work with senior management and department heads to determine the company's office space needs (size, layout, location, amenities).
• Identify current and future workforce size to ensure the office can accommodate growth.
• Consider specific requirements like conference rooms, breakout areas, parking, and accessibility.Researching Potential Locations:
• Conduct research on various office locations, considering factors like proximity to clients, employee commutes, transportation links, and local amenities.
• Create a shortlist of properties that meet the company's requirements.
• Stay informed on market trends and pricing in the desired area.Skills and competencies:
• Leadership
• Problem-Solving
• Attention to Detail
• Interpersonal Skills
• AdaptabilityAt Njilo Consulting and Logistics we are committed to creating an inclusive and diverse workplace. We strongly encourage individuals with disabilities to apply for our open positions. Suitable candidates can forward their applications (CVs and qualifications) to this email address: ******, or via our company website: www.njiloconsulting.co.za on recruitment, upload your CV and check for more opportunities available.
Closing Date: 8TH of October 2024
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