Office Manager
Our client, based in Cape Town, is one of the leading companies in the design and installation of luxury architectural fabric structures worldwide.
General
- Manage and order office stationery.
- Manage and order office consumables (ie. coffee, cleaning products etc)
- Oversee office maintenance (coordinate with landlord).
- Oversee office cleaning.
- Oversee office suppliers (ie. plant services, filtered water etc)
- Direct incoming calls.
- Assist with general sales calls.
- Prepare letters and reports as needed. Assist with editing of documents.
- SOP filing.
- Ordering staff and site clothing.
- Meeting Minutes.
- Manage boardroom bookings.
- Setup of the boardroom for client meetings, tea, coffee, snacks.
- Compile fabric sample packs and arrange for the courier.
- Update MS Team leave calendar.
- Manage office petty cash, reconcile, and send to Accountant monthly.
- Arrange client gifts.
- Arrange sales and marketing material quotes for events.
Travel
- Manage senior staff travel arrangements including flights, accommodation, car hire, visas, insurance, and passport renewals.
- Issue travel packs for staff.
- Manage and assist with travel insurance claims.
- Manage reimbursements for senior staff.
- Arrange office socials/year end function.
Basic IT
- Report fibre issues to suppliers.
- Report VOIP issues to supplier.
- Arrange for Dial a Nerd support when required.
IT & Data Management
- IT assistance and trouble shooting.
- Order and setup new hardware for staff.
- Dropbox management and access control.
- Setup shared folders for external consultants on Dropbox.
- Setup new project folders. Move project folders from Sales to In Progress.
- Update Dropbox Access on Airtable.
- Microsoft management and access control.
- Manage Azure security controls.
- Anti-Virus Management.
- Manage Software Licences and renewals.
- Manage electronic equipment on Airtable.
- Manage VOIP phone system on Microsoft Teams.
- Manage Teams Admin portal.
Policies / Procedures/ Insurance
- Manage/Draft/Revise THS overall policies.
- Insurance Renewals.
- Vehicle claims.
- Manage Insurance queries.
Staff
- Staff onboarding – collate onboarding documentation. (Personal Information, Bank account, ID etc)
- Ensure new staff have access to policy folder and sign relevant policies.
- Manage leave forms and keep up to date records on Airtable.
Finance/Other
- Read and check credit applications before sending to CEO for signing.
- Manage Petty Cash.
- Manage NDAs documents.
- Review external NDA documents for comment.
- Online purchases and credit card recons.
Salary
- Between R35 000 and R40 000 based on experience