The Office Manager role manages the South African offices portfolio and coordinates office maintenance activities, including, those related to Health, Safety, Environment and supplier contract management. The role is based in Cape Town and remotely oversees the effective running of the Johannesburg office. The Office Manager reports to the Senior HR Manager.
Key Responsibilities
Manage Reception, Switchboard and Post
- Answer the reception telephone timeously, deal with calls or transfer when appropriate ensuring telephone etiquette is maintained
- Take telephone messages when calls are diverted to reception
- Be aware of the location of staff and contractors who are not in the office and communicate this to callers, as appropriate
- Perform front-of-house support, ensuring the reception area is tidy, welcoming visitors and letting GSAMS staff know of visitor arrival
- Handle all incoming and outgoing post, including dealing with couriers
- Arrange visitor parking in building.
New Joiner & Leaver Assistance
- Partner with HR and IT team to ensure efficient onboarding and off-boarding of staff and the supply and return of company property
Office Health, Safety & Environment
- Safety Representative for the Cape Town office
- Compile quarterly environmental data statistics for the HSE team
- Complete monthly Health and Safety inspections on company ERP system.
General Administration and office event planning
- Schedule and run various office events and functions.
- Coordinate the smooth running of the monthly staff meetings, monthly celebrations and Friday lunch.
- Coordinate international visits, etc.
People Management
- Coordinate the day to day running of the Joburg and Cape Town offices.
- Coordinate technical and other relevant training.
- Foster a positive work environment.
- Ensure compliance with organisational policies and procedures.
Procurement
- Make sure all the necessary documents for vendor application are submitted when procuring from a new vendor, also follow up on vendor applications.
- Obtain and follow up on quotes, assist with vendor registration, follow up on invoices, checking deliveries, process procurement related paperwork such as signing and filling invoices, ERP system capturing.
- Make sure the correct company details reflect on the pro forma/invoices and any other vendor documents
- Facilitate payment of vendors.
- Manage ERP(CMMS) purchase requests.
And any other duties, as assigned by the line manager in line with the role
Skills, Knowledge and Expertise
Skills and Competencies
- Exceptional planning, organising and time-management skills.
- Meticulous, with a very high attention to detail.
- Very good inter-personal skills and initiative taking.
- Excellent communication skills, both oral and written.
- Good first-line managerial skills.
- Action-oriented: able to take tasks to completion.
- Flexible and able to deal with change.
- Able to work well in a team.
- Able to prioritise and manage multiple lines of responsibility.
Experience, Knowledge and Qualifications
- Excellent IT skills – highly proficient in MS Outlook, Word, Excel and PowerPoint
- Minimum 5 years’ experience in administration and office management activities
- Demonstrated experience in organising events
- Driver’s license and own transport advantageous