Office Manager
| Remuneration: | market-related |
| Location: | Cape Town |
| Education level: | Diploma |
| Job level: | Junior/Mid |
| Own transport required: | Yes |
| Travel requirement: | Occasional |
| Type: | Permanent |
| Reference: | #FCAOM24 |
| Company: | Full Circle Agency |
Full Circle Agency (FCA) is looking for a highly organised 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 the directors.
Key responsibilities:Office operations coordination:
- Oversee administrative and operational functions to ensure efficient office operations.
- 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, and housekeeping.
Reception and faculties management:
- Maintain communal areas, greet visitors, and provide front desk duties.
- Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously.
- Manage office equipment and facilities, oversee maintenance, and ensure office supplies are in stock.
- 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.
Social staff events:
- Develop and organise social staff events and the annual year-end function.
- Address staff welfare issues in collaboration with the head of people.
Stakeholder engagement and administrative support:
- Provide orientation to new staff 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, basic financial statement, and other documents using word processing, spreadsheet, 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 directors, 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.
- Arrange for repairs and ensure offices are well-maintained.
- Maintain warehouse, apartment and vehicles.
Occupational health and safety:
- Ensure all OHS requirements are met.
Security:
- Ensure all external doors are secure at night, and security systems are well maintained and followed.
Handling deliveries and courier services:
- Arrange and oversee courier services for office needs.
Required:
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 licence.
Qualifications and experience:
- Matric and diploma in business administration, business management, or a related field.
- Minimum of 3-4 years of relevant experience in a similar role.
- Own transport and driver's licence.
Skills:
- Attention to detail and 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 priorotise and manage workload and deal with long- and short-term demands.
- Strong negotiation skills.
- Proficiency in project management software and tools.
- 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.
Posted on 25 Jun 13:16, Closing date 8 Jul
