The Office Manager plays a crucial role in ensuring the smooth operation of our work premises. This position involves overseeing daily tenant interactions, managing a dedicated team of property staff, coordinating maintenance and breakages, and handling logistics for meeting rooms and hot desks. Additionally, the Office Manager is responsible for the efficient management of the on-site canteen, procurement of office supplies, financial administration including invoicing and lease management, and maintaining health and safety standards. With a focus on organization and communication, this role is essential for creating a positive and productive environment for both tenants and staff. The ideal candidate will be a self-managed forward thinker with a flair for coordinating small functions and events at the office.
Key Responsibilities
Property Management:
- Oversee daily property operations, ensuring compliance with regulations and company standards.
- Conduct regular inspections of the property adhering to HSE requirements and company standards.
- Coordinate property maintenance and manage breakages, ensuring timely repairs and service.
- Respond to ad-hoc tenant queries promptly and professionally.
- Maintain positive relationships with tenants, addressing concerns and feedback.
- Check lease expiry dates for tenants, preparing renewal documentation as necessary.
- Manage the front desk by welcoming guests, screening calls, taking messages, handling deliveries, gate and front door control.
- Manage hot desk and meeting room bookings, optimizing space usage and ensuring availability.
- Maintain the office parking schedule, ensuring efficient allocation and usage.
- Manage procurement of office supplies, ensuring availability and cost-effectiveness.
- Monitor inventory levels and coordinate reordering as needed.
- Supervise and support a small team of property staff.
- Process property invoices and manage tenant billing, ensuring accuracy and timely payments.
- Take water and electricity meter readings and submit reports in a timely manner.
- Maintain the HSE file, ensuring compliance with safety regulations and protocols.
- Conduct regular safety audits and implement corrective actions as needed.
Canteen Management:
- Oversee the on-site canteen's day to day operations.
- Coordinate and manage on-site functions hosted by the canteen.
- Create and send quotes for on-site events to customers.
- Perform stock takes and manage shopping for ingredients, ensuring a well-stocked canteen.
- Explore innovative ways to enhance the menu with new items once approved.
Requirements
- Gr.12/School leaving certificate is a minimum requirement
- A business qualification/certificate is a bonus.
- Drivers license and own vehicle is essential
- Must reside in the KZN province within close proximity to Westville.
- Proven experience as an Office Manager or in a similar role is essential.
- Previous events management experience is a bonus.
- Strong organizational and multitasking skills with attention to detail.
- Excellent communication and interpersonal skills.
- Proficient in Google Docs, Drive and Slides.
- Knowledge of health and safety regulations is a plus.
- Ability to work independently and as part of a team.
- Must be self-managed and be a good problem solver.