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Cape Town City Centre: Office Manager




Date 2024-06-26
Job Title Office Manager
Employer
More Information
Salary
Category Admin Clerical Secretarial
Location Cape Town Region
/ Cape Town City Centre

Job Summary

A recent professional profile photo is to accompany your application EMPLOYMENT TYPE : Permanent SECTOR : Management BASIC SALARY : R20 000 START DATE : A.S.A.P / Immediate REQUIREMENTS: Own vehicle and a valid driver`s license 5 years working experience as an Office Manager and/or Executive Assistant Strong administrative and project management skills Must be able to multi-task Certificate in administration or any other relevant qualification Health and Safety certifications will be advantageous DUTIES: 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: Organize travel plans, including booking flights, accommodation, and transportation. Prepare detailed travel itineraries, ensuring all necessary information is include 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 Procurement: Consumable orders (weekly, monthly) Manage office related suppliers Stationery orders Couriers General Office duties: Managing the cleaning staff member(s) duties and ad-hoc duties 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 room duties: Manage Boardrooms and all Executive Meetings, ensuring availability and managing bookings. Ensure that the boardroom is always clean and tidy HR assistance: Assist HR with stipulated onboarding and off boarding tasks Ensure all new hires desks are set up on their first day with a welcome pack and all necessary onboarding coordination has been arranged Monitoring the reception area: Welcome and greet visitors/clients with a positive demeanor, 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 and Safety: Daily & weekly: Regular building walk through to check for any repair items required Weekly fire equipment checks to ensure that it is in order Monthly: Perform monthly first aid box checklist Perform monthly first aid machine checks Perform monthly SHE checks in the building Perform H&S orientations for all new starters Log all SHE checks to Building Maintenance Update roll call sheets Quarterly: Confirm evacuation signage in 4 sectors still valid Annual: Perform annual fire prevention check Ad hoc: Ensure Building Maintenance fixes all items identified within 30 days HOURS: Monday to Friday: 08:00 17:00

Office Manager position available in Cape Town Region, Cape Town City Centre. This job position was posted by . The job has been posted on 2024-06-26 in the Admin Clerical Secretarial category

Click Go Apply to apply online!


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Cape Town City Centre: Office Manager




Date 2024-06-05
Job Title Office Manager
Employer
More Information
Salary
Category Admin Clerical Secretarial
Location Cape Town Region
/ Cape Town City Centre

Job Summary

Responsibilities:

Oversee administrative and operational functions to ensure efficient office operations. Supervise and train cleaning staff and provide IT support in collaboration with the IT department. Plan and schedule appointments, develop standard operating procedures, and escalate operational needs. Coordinate and direct office services, including maintenance contractors, departmental finances, budget preparation, personnel issues, and housekeeping. Maintain communal areas, greet visitors, and provide front desk duties. Manage switchboard, answer phone calls, direct calls to appropriate parties or take messages. Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously. Manage office equipment and facilities, oversee maintenance, and plan office design. Handle insurance claims, liaise with the landlord, and lead the Health and Safety committee. Source suppliers, negotiate terms, and manage purchasing and inventory of supplies. Implement cost-saving measures and ensure timely delivery of supplies. Maintain accurate records and optimise resources. Provide financial guidance to staff and minimise waste. Develop and organise social staff events and the annual Year End function. Address staff welfare issues in collaboration with the line manager. Provide orientation to new staff, monitor performance, and implement best practices. Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services. Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, CRM, or presentation software. File and retrieve corporate documents, records, and reports. Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution. Provide clerical support to other departments, attend meetings, record minutes, and prepare agendas. Compile, transcribe, and distribute minutes of meetings. Manage and maintain executives` schedules and make travel arrangements when necessary. Interpret and oversee administrative policies and procedures for the office. Supervise and train cleaning staff and arrange for employee training. Review and improve operating practices and procedures. Ensure all lights, appliances, and office equipment are working ad maintained. Manage generator fuel levels, service air conditioners, and arrange cleaning of carpets, and windows. Arrange for repairs and ensure gardens and buildings are well-maintained. Ensure all OHS requirements are met. Ensure all external doors are secure at night. Manage incoming and outgoing deliveries, ensuring timely and accurate distribution. Arrange and oversee courier services for office needs. Qualification and Competencies: Matric certificate or a Diploma in Business Administration, Business Management or a similar field. Strong communication skills. Ability to multi-task. Own transport and a valid driver`s license. Being well-organised. Proficiency in Microsoft 365 applications. Proficiency in project management software and tools. Ability to work under pressure.

Office Manager position available in Cape Town Region, Cape Town City Centre. This job position was posted by . The job has been posted on 2024-06-05 in the Admin Clerical Secretarial category

Click Go Apply to apply online!


You might also like to look at the available jobs in the same area.

Apply directly for this position
Some posts have contact information included with other instructions. All applicants are urged to read the instructions carefully.
We will list jobs at the bottom of each job, so feel free to scroll down and continue your search.

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Each job post has a link to take you directly to the original post to apply on their website or the original website where the post came from.


Here are some more related positions


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View Job
Office Manager

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Posted in Jobs in Cape Town City Centre

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