Office Manager

Remuneration:	market-related
Location:	Cape Town
Education level:	Diploma
Job level:	Junior/Mid
Own transport required:	Yes
Travel requirement:	Occasional
Type:	Permanent
Reference:	#FCAOM24
Company:	Full Circle Agency

Full Circle Agency (FCA) is looking for a highly organised office manager to oversee and coordinate our office's administrative and operational functions. The ideal candidate will ensure the smooth running of our office, maintain well-organised communal areas, and provide professional assistance to the directors. 

Key responsibilities:

Office operations coordination:

• Oversee administrative and operational functions to ensure efficient office operations.
• 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, and housekeeping.

Reception and faculties management:

• Maintain communal areas, greet visitors, and provide front desk duties.
• Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously. 
• Manage office equipment and facilities, oversee maintenance, and ensure office supplies are in stock.
• Handle insurance claims, liaise with the landlord, and lead the health and safety committee.

Purchasing and supplies management:

• Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
• Implement cost-saving measures and ensure timely delivery of supplies.

Social staff events:

• Develop and organise social staff events and the annual year-end function.
• Address staff welfare issues in collaboration with the head of people.

Stakeholder engagement and administrative support:

• Provide orientation to new staff and implement best practices.
• Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services.

Document preparation and management:

• Prepare invoices, reports, memos, letters, basic financial statement, and other documents using word processing, spreadsheet, 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 directors, attend meetings, record minutes, and prepare agendas.
• Compile, transcribe, and distribute minutes of meetings.

Executive support:

• 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.

Building maintenance:

• Ensure all lights, appliances, and office equipment are working and maintained.
• Arrange for repairs and ensure offices are well-maintained.
• Maintain warehouse, apartment and vehicles.

Occupational health and safety:

• Ensure all OHS requirements are met.

Security:

• Ensure all external doors are secure at night, and security systems are well maintained and followed.

Handling deliveries and courier services:

• Arrange and oversee courier services for office needs.

Required:

Applicants should be South African citizens, permanent residents with a bar-coded ID, possess a valid work visa or permit, and have a valid RSA driver's licence.

Qualifications and experience:

• Matric and diploma in business administration, business management, or a related field.
• Minimum of 3-4 years of relevant experience in a similar role.
• Own transport and driver's licence.

Skills:

• Attention to detail and commitment to maintaining high-quality standards.
• Excellent English communication skills and strong written skills.
• Proven knowledge and proficiency in Microsoft 365 applications (Outlook, Word, Excel, Planner, PowerPoint) and using video calling platforms (MS Teams).
• Exceptional organisational and time- management skills.
• Strong problem-solving skills.
• Strong ability to priorotise and manage workload and deal with long- and short-term demands.
• Strong negotiation skills.
• Proficiency in project management software and tools.
• Ability to work under pressure and handle multiple tasks simultaneously, can remain calm under pressure.
• A good team player who can work on their own initiative and carry through projects.

Posted on 25 Jun 13:16, Closing date 8 Jul