Office Manager EE

Northern Suburbs. Market Related salary. Full time at office. MUST BE FLUENT IN ENGLISH AND AFRIKAANS.
*Purpose*
To oversee the general administrative functions and any events or activities in the office. To create and maintain a professional and pleasant work environment, ensuring high levels of organisational effectiveness, communication, key-record keeping and coordination amongst departments.
*Assistance to CEO and Exco Members*

• General administrative functions: Managing daily office operations, including handling correspondence, filing, and record-keeping to ensure efficient office function.
• Calendar management: Maintain and update the diaries of Exco members by scheduling appointments, meetings, and other events to avoid conflicts and ensure optimal time management.
• Travel Arrangements: Organise travel plans, including booking flights, accommodation, and transportation. Prepare detailed travel itineraries, ensuring all necessary information is included.
• Assist in arranging on-site and offsite events: Ensure smooth logistic coordination for all events. Provide on-site support during events to ensure everything runs smoothly.
• Work closely with the marketing department to understand their promotional needs and requirements (e.g., ordering promotional gear).

*Procurement*

• Consumable orders (weekly, monthly)
• Ad-hoc equipment required for the office (excludes IT equipment)
• Manage office related suppliers.
• Stationery orders
• Couriers (working closely with the Business Development team)

*General Office Duties*

• Managing the cleaning staff member(s) duties and ad-hoc duties
• Ensuring that the kitchen operates as required (e.g., dishwasher, coffee machine)
• Closing procedures of the office (doors windows locked, aircons switched off)
• Managing General Spiceworks tickets (electrical, plumbing, printer, telephone, and IT issues)
• Facilitate board meetings or external meetings (refreshments and equipment required)
• Manage the relationship with stakeholders including but not limited to the landlord (e.g., reporting any issues, requesting parking etc.), vending machine supplier, florist, and all food and beverage vendors.

*Calendar and Meeting rooms duties*
· Board Room and Meeting Rooms:
o Manage Boardrooms and all Executive Meetings, ensuring availability and managing bookings.
o Ensure that the boardroom is always clean and tidy.
*Social Committee Assistance*
· Assist the social committee as and when required to arrange functions and refreshments.
*HR Assistance*

• Assist HR with stipulated on-boarding and off-boarding tasks.
• Ensure all new hires desks are set up on their first day with a welcome pack and all necessary on-boarding coordination has been arranged.

*Monitoring of packages/storeroom*

• Arrange courier deliveries on request and maintain appropriate records.
• Ensure prompt collection of packages and deliveries from reception

*Monitoring the reception area*

• To open and close the front door for visitors.
• Welcome and greet visitors/clients with a positive demeanour, ensuring a professional and amiable initial encounter.
• Maintaining vigilance over the reception area to ensure its cleanliness and tidiness.
• Assisting and ensuring visitors are offered refreshments.
• Maintaining constant vigilance and attendance in the reception area.
• Direct visitors accurately to the appropriate meeting rooms or offices.

*Health & Safety*

• Arrange courier deliveries on request and maintain appropriate records.
• Ensure prompt collection of packages and deliveries from reception

*Minimum Formal Qualification and Training*

· NQF 5

• Certificate in administration or any other relevant qualification.
• Health and Safety certifications will be advantageous.

*Minimum Work Experience*
· 5+ years working experience as an Office Manager and/or Executive Assistant
*Technical/Business Competence*

• To effectively run errands, it's necessary to have own vehicle and a valid driver's license.
• Professional representation of the company as a first point of contact.
• Strong administrative skills.
• Strong project management planning, organisational & time management.
• Strong multi-skilling abilities.
• Excellent written and verbal communication and interpersonal skills.
• Problem solving.

*Behavioural Competence*

• Adapting and Responding to Change
• Delivering Results and Meeting Customer Expectations
• Following Instructions and Procedures
• Planning and Organising
• Working with People

*General*

• Dress code: Semi-formal always.
• Office based: Mondays to Fridays.
• Working hours: 7:30 16:30.

Please submit your CV with photo and kindly let me know what you are currently earning please?