Port Elizabeth - Our client urgently requires the expertise of an Office Manager to join their team.Job Summary : The office manager will organize and coordinate administration duties and office procedures.
The role of office manager is to create and maintain a pleasant work environment, ensuring high levels of effectiveness, communication, and safety.
The office manager is responsible for developing intra-office communication protocols, streamlining administration procedures, inventory control, office staff supervision and task delegation.
The Office Manager will also be responsible for the facilities management, overseeing all building related activities, preserving the good condition of infrastructure and ensuring that all facilities are safe and well-functioning.
The office manager will be responsible for all offices across the country.Minimum Qualifications and Experience : Grade 12Excel skillsProficient in the use of the Microsoft Office SuiteProven experience as office manager or office administratorKnowledge of office management responsibilities, systems, and proceduresSoft Skills : Telephone and email etiquetteProfessional attitude and appearanceAbility to delegateExcellent written and verbal communication skillsExcellent time management skills and ability to multi-taskStrong customer focusAttention to detail and problem-solving skillsAbility to work under pressureFriendly and polite natureAbility to deal with challenging customers / situationsMain Duties / Key Results Areas : Office Administration and ManagementAll office management duties will extend across all sites (Charlo, Greenbushes, Johannesburg, Durban, Dry Goods Store and Cape Town)Archiving maintaining the archive schedules to make it easier to find information should we need it.
Making sure we are archiving correctly and in a timely manner.Optimize the use of space and equipment while reducing operating costs.
Stand-In for Systems AdministratorEnsure smooth running of office on a day-to -day basis for all sitesManage a team of administrative staff / reception / cleaning staff by assigning and monitoring tasksLiaising with staff, suppliers, and clientsImplementing and maintaining procedures / office administration systems / filing systemsAssist with daily stationary requests, issuing items to staff and ensuring that they sign for sameAssist with cell phone contract renewals / upgrades / queries when neededCarry out monthly insurance checks together with Legal team to ensure all items are correctly listedArrange new Metro file bases and lids when neededManage Metrofile process : retention, protection, retrieval, transfer, and disposal of records.
Manages budget for office supplies such as consumables, stationary, cleaning supplies etc.Check accuracy of service provider recons to ensure they are in line with services renderedArranging of business cards and staff uniformsEnsure Hand sanitizer is always available at all officesTogether with IT, provide HR with new starter costs on monthly basisFacilities Management : Plan and coordinate all installations and refurbishmentsManage and upkeep of equipment and supplies to meet health and safety requirementsReview utilities consumption and work towards minimizing costs where possibleControl activities such as parking space allocation, waste disposal, building security, garden maintenance etc.
Check generators on weekly basis to ensure they are in working order, refuel when necessaryinspect all buildings on weekly basis to identify any maintenance related issues.
Report any issues to the relevant Director and ensure all approved maintenance requests are completed.Liaise with garden services and ensure that office gardens are maintained on a weekly basisManage the day-to-day duties of cleaning staffTracking Rentokil visitsAttend to any Ad hoc duties when neededAll and any other related tasks and duties as required by the Employer from time to time