Office Manager
Our Client, based in Cape Town, is looking for an experienced Office Manager who thrives on being the first point of contact for our guests and clients. In addition to managing administrative functions, the ideal candidate will excel in organising travel arrangements, coordinating meetings, and overseeing internal and external events. As the backbone of our office operations, the Office Manager will ensure smooth day-to-day functioning and support various departments as needed.
General Responsibilities:
Front of House Management:
- Serve as the face of the business, welcoming guests and answering phone calls with professionalism and warmth.
- Coordinate travel, accommodation, and transportation arrangements for staff members, both locally and internationally.
Administrative Support:
- Schedule meetings and manage calendars for the Managing Director and professional team upon request.
- Organize internal and external office social events to foster a positive work culture.
- Maintain administrative and accounting records, databases, and filing systems with meticulous attention to detail.
- Collate and file business, personal, and travel expenses, ensuring accurate documentation.
- Conduct monthly reconciliation of office expenses and implement cost-saving measures where possible.
- Provide support for financial accounting tasks, including issuing invoices, updating project cash flows, and reconciling credit card statements.
Operational Efficiency:
- Implement, maintain, and optimize operational procedures and administrative systems to enhance efficiency.
- Procure office supplies, cleaning stock, IT equipment, peripherals, snacks, and beverages as needed.
Human Resources Support:
- Act as the custodian of company policies and procedures, ensuring compliance and updating as necessary.
- Manage and update employee files, provide payroll support, and assist with recruitment and onboarding of new staff members.
Client and Project Support:
- Communicate with project managers and clients as needed, providing assistance and maintaining professional relationships.
- Review and assist in the preparation of client projects to ensure accuracy and quality standards are met.
Corporate Communications:
- Support the HQ team in various corporate communication initiatives, including staff uniforms, online advertising, project photography, social media, and signage.
Requirements:
- Bachelor's degree in Business Administration, Management, or related field preferred.
- Proven experience of a minimum of 5 years or more in an office management or administrative role, preferably in a client-facing environment.
- Strong organisational and multitasking skills with a keen eye for detail.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office suite and familiarity with financial accounting software.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Experience in procurement and vendor management is a plus.
Salary: Between R30 000 and R40 000 based on experience.
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