Office Manager

Roles and Responsibilities

Key deliverables of the Office
Manager Office Manager:
Maintain the cleanliness of the office.
Manage the Receptionist and ensure that all tasks associated with this position are carried out efficiently and effectively.
Ensure that kitchens are stocked and kept clean and tidy.
Ensure that there is sufficient crockery and cutlery.
Ensure that the Cleaning Staff remove all dirty crockery from the offices.
Ensure that appliances are in proper working order.
Purchase groceries and office supplies.
Order lunches for visitors/trainers/staff for meetings or training sessions in the office.
Reconciliation of credit card transactions.
Process invoices and send POP and remittance advices to service providers.
Ensure that the stationery room is adequately stocked and allocate to staff as required.
Ensure that storerooms are kept clean and tidy.
Ensure that archived documents can be retrieved easily and that documents are archived safely.
Ensure that the bar is always stocked and that the staff have sufficient snacks every week.
Ensure that cameras are visible at all times.
Order flowers for staff as and when required.
Assist with logistical matters relating to onboarding of new employees.
Ensure that printer cupboards have sufficient photocopy paper and that shredding boxes are emptied regularly.
Ensure that the Postnet box is paid for on an annual basis.
Act as Hostess at Partners’ Functions:
Ensure tables are set to appropriate standards.
Purchase food and serve meals and coffee for lunches.
Liaise with the chef and the Senior Partner regarding the menu if required. Arrange the wines as required as per the menu.
Print and laminate menu and wine list.
Assist the chef with serving the meal and clearing up after the meal.
Building Maintenance:
Ensure that all lights are working in the basement parking.
Manage the fuel level of the generator.
Purchase and replace all light bulbs.
Arrange a painter and tiler for repairs as required.
Purchase paint, tiles etc according to the building spec.
Arrange for the heat pump/geyser and air conditioners to be serviced as required.
Ensure that office carpets are cleaned annually.
Ensure that office chairs are usable and repaired or replaced if necessary.
Arrange a handyman, electrician or plumber as required.
Ensure that gardeners are fulfilling their role.
Ensure that the electric fence is always working or arrange for it to be repaired if necessary.
Arrange for technicians to repair cameras, biometric doors etc. if needed.
Ensure that the gardens are watered regularly.
Monitor waterproofing of the building.
Occupational Health & Safety (“OHS”):
Ensure that all OHS requirements are in place.
Security:
Monitor daily notifications of arming and disarming of the office alarm.
Ensure that the office alarm is armed daily and arm/disarm if necessary.
Receive calls from ADT regarding the office alarm, the electric fence and the panic alarm, and deal with it efficiently.
Ensure that all external doors are secure at night.
Ensure that security guards take photographs of all visitors for security purposes.
Reception:
Relieve the receptionist when she is on leave, attending courses, away from reception and on lunch and ensure that the area runs smoothly.
Fleet Management:
Ensure that company vehicles are licensed annually.
Ensure that company vehicles are serviced regularly.
Ensure that traffic fines are paid and claimed back from the relevant driver/staff member.
Ensure that company vehicles are adequately covered by insurance and have tracking devices installed.
Should a vehicle be involved in an accident, ensure that the Insurance Company is notified and follow up on vehicle repairs.

Employment Details

Employment Type:

Permanent Employment

Industry:

Finance Banking and Accounting

Work space preference:

Work Onsite

Ideal work province:

Gauteng

Ideal work city:

Sandton

Salary bracket:

R 30000 - 35000

Drivers License:

CODE B (Car)

Own car needed:

Yes