Office Manager (Cape Town)

The purpose of the role is to ensure the smooth running of the office on a day-to-day basis and manage administrative and support staff and/or contractors. The Office Manager is also responsible for ensuring sound corporate governance practices.

Requirements

Office Administration

• Diary Management for the Office
• Speaking Engagements: Photos & Profiles

• Key Presentations: Design & Print Support
• Manage and oversee Travel Arrangements and internal policy and procedure
• Manage Stationery: Business Cards & office essentials
• Equipment: Laptops, iPads etc

Facilities Management

• Manage facilities contracts
• Manage office space plan
• Manage queries related to building
• Cleanliness of the office

Office Equipment

• Lead and Manage relationships with all suppliers
• Own & Maintain Register of equipment
• Own & Maintain Contracts Register of equipment
• Record all depreciation & related disposals
• Lead Insurance Claim Processes

Office Essentials & Petty Cash

• Ensure that all monthly essentials are replenished, including stationery, groceries etc.

Document Management

• Ensure that all physical documents are appropriately stored by designing & maintaining a filing system
• Ensure offsite storage for documents with regulatory life requirements
• Ensure that company documents stored electronically are secured through restricted access
• Manage all couriered or physical mail & related suppliers

Governance, IT, Travel and Health and Safety

• Be the H&S responsible person for the office
• Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Keep records of security codes, tags, passwords etc.
• Receive, disseminate & store: receipts, invoices and POPs for all payments
• Review suppliers & related contracts and make recommendations to hire/fire
• Draw up annual budget for Board Approval: Equipment, essentials, petty cash and other

Marketing & Culture

• Ensure that physical branding is in order e.g. office signs
• Plan company events: annual celebrations; birthdays and ad hoc: venue; equipment; food etc.
• Ensure that staff have Pele gear: t-shirts, caps etc

Company Secretariat

• Organise meetings, board meetings, Exco, PRC and IC meetings: printing; facilities; venue & food
• Collate board pack (standardise inputs from accountable parties into single document)
• Attend & Minute all board, Exco, PRC and IC meetings
• Circulate Minutes & Board Resolutions Register within a week of each board meeting
• Maintain Board Resolutions Register
• File Minutes, Board Packs & Board Resolutions Register
• Update and manage all compliance documents as per the Companies Act and related legislation

Ad-Hoc

• Liaise with Management team to ensure that their needs are met

Desired Skills and Qualifications

• A bachelor degree or equivalent.
• Five years of experience in office administration
• Knowledge of office management procedures

• Adaptability
• Communication, negotiation and relationship-building skills
• Proficiency in Microsoft Office programs
• Strong problem-solving skills
• Excellent organisational skills
• Highly motivated and ability to prioritize efficiently
• Ability to work alone or as part of a team
• Enthusiastic and reliable
• Initiative
• Leadership and the ability to ‘make things happen’
• Budgeting skills

Competencies

Leadership Capabilities:

• Participative Leadership
• Planning and Organizing
• Monitoring and Measuring

Cognitive Capabilities:

• Analysis and Attention to detail
• Problem Solving
• Critical thinking

Interpersonal Capabilities:

• Assertive
• Methodical
• Drive and Action Oriented
• Flexibility
• Excellence and Quality Orientation