Durbanville, South Africa | Posted on 03/06/2024
We are looking for a highly organised and proactive Office Manager to oversee and coordinate our office's administrative and operational functions. The ideal candidate will ensure the smooth running of our office, maintain well-organised communal areas, and provide professional assistance to visitors and stakeholders.
Key Responsibilities: Office Operations Coordination: Oversee administrative and operational functions to ensure efficient office operations. Supervise and train cleaning staff and provide IT support in collaboration with the IT department. Plan and schedule appointments, develop standard operating procedures, and escalate operational needs. Coordinate and direct office services, including maintenance contractors, departmental finances, budget preparation, personnel issues, and housekeeping. Reception and Facilities Management: Maintain communal areas, greet visitors, and provide front desk duties. Manage switchboard, answer phone calls, direct calls to appropriate parties or take messages. Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously. Manage office equipment and facilities, oversee maintenance, and plan office design. Handle insurance claims, liaise with the landlord, and lead the Health and Safety committee. Purchasing and Supplies Management: Source suppliers, negotiate terms, and manage purchasing and inventory of supplies. Implement cost-saving measures and ensure timely delivery of supplies. Records and Budget Maintenance: Maintain accurate records and optimise resources. Provide financial guidance to staff and minimise waste. Social Staff Events: Develop and organise social staff events and the annual Year End function. Address staff welfare issues in collaboration with the line manager. Stakeholder Engagement and Administrative Support: Provide orientation to new staff, monitor performance, and implement best practices. Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services. Document Preparation and Management: Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, CRM, or presentation software. File and retrieve corporate documents, records, and reports. Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution. Provide clerical support to other departments, attend meetings, record minutes, and prepare agendas. Compile, transcribe, and distribute minutes of meetings. Executive Support: Manage and maintain executives' schedules and make travel arrangements when necessary. Interpret and oversee administrative policies and procedures for the office. Supervise and train cleaning staff and arrange for employee training. Review and improve operating practices and procedures. Building Maintenance: Ensure all lights, appliances, and office equipment are working and maintained. Manage generator fuel levels, service air conditioners, and arrange cleaning of carpets, windows, etc.. Arrange for repairs and ensure gardens and buildings are well-maintained. Occupational Health & Safety (OHS): Ensure all OHS requirements are met. Security: Ensure all external doors are secure at night. Handling Deliveries and Courier Services: Manage incoming and outgoing deliveries, ensuring timely and accurate distribution. Arrange and oversee courier services for office needs. Requirements Required skills and qualifications Applicants should be South African citizens, permanent residents with a bar-coded ID, possess a valid work visa or permit , and have a valid RSA driver's license.
Qualifications and Experience: Matric or a Diploma in Business Administration, Business Management, or a related field. Minimum of 4 years of relevant experience in a similar role. Own transport and driver's license. Skills : Attention to detail and a commitment to maintaining high-quality standards. Excellent English communication skills and strong written skills. Proven knowledge and proficiency in Microsoft 365 applications (Outlook, Word, Excel, Planner, PowerPoint) and using video calling platforms (MS Teams). Exceptional organisational and time-management skills. Strong problem-solving skills. Strong ability to prioritise and manage workload and deal with long- and short-term demands. Proficiency in project management software and tools (e.g., ClickUp, Trello, or Asana). Ability to work under pressure and handle multiple tasks simultaneously; can remain calm under pressure. A good team player who can work on their own initiative and carry through projects. Application Process Interested candidates should submit a resume, cover letter, and examples of previous publishing work. Please also include the names, email addresses and telephone details of three references we have permission to contact.
For questions about the role, please email the Recruitment Officer at ****** . Please include "Office Manager" in the subject line of your email.
Other important information: Shortlisted candidates may need to undergo skills assessments and psychometric tests as part of the selection process.
AOSIS is an equal opportunity employer and adheres strictly to its Employment Equity Plan. While we give preference to candidates who meet our Employment Equity goals and come from underrepresented groups, all qualified individuals meeting the position's requirements are encouraged to apply. We thank all applicants for their interest; however, only those shortlisted will be contacted due to the expected high volume of applications. If you do not hear from us within six weeks from the submission date, please consider your application unsuccessful.
Successful applicants will be expected to go through verification checks, including but not limited to personal credentials, criminal records, and credit status, where applicable. Applicants should be South African citizens, permanent residents with a bar-coded ID, or possess a valid work visa or permit.
For inquiries regarding your application or for further information about the recruitment process, please reach out to Ms Hannah Boast at ****** .
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