Office Manager

MAIN PURPOSE OF THE JOB
The Office Manager is responsible for ensuring that all office and specified general administrative duties are executed and that the office functions effectively.
KEY PERFORMANCE AREAS AND INDICATORS
Office Management and Administration

Greet and welcome visitors.
Answer incoming calls and divert them to relevant employees.
Control and record keeping of all incoming office-related correspondence.
Submit the monthly printer readings to the printing service provider.
Check the delivery note against the supplier purchase order (on relevant supplies as per set responsibility).
Maintain a kitchen stock sheet with assistance from the Cleaning Coordinator.
Submit a monthly usage and cost summary on the stock used within the office (kitchen and stationery).
Order or purchase office groceries as required (coffee, tea, milk, sugar, rusks, etc.).
Coordinate the sending of mail, parcels, or packages as required.
Prepare refreshments for meetings or coordinate with the cleaning coordinator to prepare refreshments for meetings timeously (including board meetings).
Ensure that the office insurance register is maintained and updated monthly to reflect any new purchases.
Submit and follow up on all insurance claims timeously until they have been finalized under the supervision of the Finance Manager.
Inform the HR Department and finance of any co-payments due, by employees or by the business after claims have been processed.
Complete the credit card reconciliation as per the timelines stipulated by Finance and ensure it is signed off by the HR Business Partner.
Load invoices received for payment with the finance department timeously and with all accompanying documentation.

Office Maintenance

Ensure that the office functions properly. Log calls timeously to the landlord to arrange for repairs as per rental agreement.
Follow up on any repairs and quotes, schedule repairs, and ensure repairs are thoroughly completed within a reasonable timeframe.
Conduct routine inspections (monthly) of facilities and equipment.
Schedule approved service providers for routine maintenance services and repairs (competitive quotes to be sourced as well as some research on the organization's service levels).

Office Access, Safety, and Security

Keep clearly marked keys to the building and offices in a designated key box as required.
Arrange building access for new employees to be ready on their first day of work.
Maintain an up-to-date key register where employees sign for receipt and return of office keys.
Ensure that the alarm system is serviced and in fully working condition.

PA Support to the SLT

Assist the SLT by organizing and coordinating meetings, including preparing agendas and taking minutes during specified meetings.
Assist the SLT in the preparation of reports, presentations, and correspondence and manage any confidential information with discretion.
Assist the SLT with any travel-related arrangements as per the Travel Arrangement KPA.
Perform any other administrative duties as required by the SLT.

Travel Arrangements

Make travel arrangements for the BerryWorld board of directors as required.
Assist the Senior Leadership Team with any travel-related bookings or inquiries.
For international travel, assist all employees as required with:

Flights
Accommodation
Taxis/Shuttles

Issue itineraries to the relevant person at least 1 week before departure.
For local travel (within South Africa), assist all employees as required with:

Booking flights.
Booking accommodation.
Arranging car hire.
Issue itineraries to the relevant person at least 1 week before departure.
Make any changes/adjustments to the travel arrangements as required.

Attend to all travel arrangement queries and resolve them promptly.
Make relevant changes/cancellations timeously to ensure that there is no cost impact on the business.
Ensure that all travel-related invoices are paid timeously.

Event Management

Liaise with external event organizers and hold the administrative and organizational responsibilities related to our external event calendar.
Take the lead and manage the Grower Day events, Season Launch events, and any other events as directed by the General Manager and/or Managing Director, including but not limited to:

Proposing 3 venues in budget to the event initiator for review.
Book, coordinate, and communicate the venue/s, agendas, attendance register, accommodation, and refreshments timeously.
Ensure that all dietary requirements of various stakeholders are met.
Obtain all final invoices and payment information and ensure payments are successfully processed before the event.


Assist the HR Business Partner with the planning and coordination of the annual company team building and end-of-season function, including but not limited to:

Proposing 3 venues in budget to the event initiator for review.
Book, coordinate, and communicate the venue/s, agendas, attendance register, accommodation, and refreshments timeously.
Ensure that all dietary requirements of various stakeholders are met.
Obtain all final invoices and payment information and ensure payments are successfully processed before the event.


Assist with any related business celebration occasions.
Ensure that in all cases a post-event evaluation is completed with the event initiator to ensure all relevant information regarding events is considered and recorded.

Company Pool Car Management

Assist with paperwork for new vehicle purchases and vehicle sales when required.
Check the pool car bookings daily and ensure employees have access to the keys as booked for their trips, especially when on leave and/or if it is an early or late collection of the vehicle.
Review the pool car MS Forms weekly and ensure all trips were successfully logged.
Summarize pool car usage from the MS Forms monthly and present the data to the General Manager.
Inspect pool cars once a week for any damages as well as if the vehicles need to be washed or refueled. Feedback on pool vehicles to be included in weekly catch-ups with the General Manager.
Check the vehicle traffic fines on the online system weekly and engage in the fine resolution process.
Arrange any repairs and maintenance required on the vehicles.

Company Cell Phone Contracts Account Management

Maintain an up-to-date spreadsheet containing all relevant employee cell phone data for employees who are on the company's Vodacom account or submitting claims.
Ensure that all employee handsets are added and removed from the company's insurance timeously.
Assist new employees with the relevant documentation to bring their cell phones over to the company's Vodacom account.
Assist employees who are leaving BerryWorld with the relevant documentation to remove their phones from the company's account. Should this process not happen timeously, ensure that finance is notified and that the employee receives an account.
Do a monthly summary/reconciliation of all employee Vodacom accounts and send the list through timeously for payroll deductions.
Assist employees with their upgrades by completing the relevant upgrade request form and ensuring that all relevant parties sign the document before processing the upgrade.

Other Specified General Administrative Duties

Ad-hoc project work as required from time to time.
Any other reasonable duties as required.


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