Office Manager at POINT - Print Outsource International

Job description

Job Purpose & Scope

The purpose of the Office Manager is to support HQ and the Point Group by maintaining office systems, facilities and all travel related requirements. The position will be responsible for organising and coordinating administrative duties and all office maintenance procedures. The Office Manager will be responsible for arranging office supplies and providing general admin support to all employees. The Office Manager will be required to ensure the smooth running of the office and help improve procedures in terms of day-to-day operations. The Office Manager will also assist with Human Resource and admin related duties.

Principal Duties and Responsibilities

• Office Management:
• Maintain office services by organising office operations and procedures.
• Contact person for all employee queries regarding office management and all travel related requirements.
• Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement.
• Process purchase orders for office consumables.
• Be responsible for all office and maintenance tasks.
• Responsible for all courier and stationery requirements.
• Implement office policies and measure results against standards and make necessary adjustments.
• Maintain professional and technical knowledge by attending educational workshops.
• Keep management informed by reviewing and analyzing special reports and updates.
• Deal with all Ad-Hoc requests regarding the office management.
• Assist with onboarding of all new staff members.
• Facilitation of all access disks and parking requirements.

Travel:

• Process all employee expense claims and submit to relevant parties.
• Coordinate and facilitate all staff travel requests.
• Coordinate and facilitate all staff accommodation requests.
• Coordinate and facilitate all VISA applications.

Health and Safety:

• Ensure that Health and Safety policies are defined and up to date at all times.
• Identify and arrange training for all Health and Safety Representatives.
• Identify and arrange training for all Fire Marshalls.
• Identify and arrange training for all First Aiders.

HR functions:

• Day to day assistance with HR related duties.
• Facilitation of Point Life initiatives.
• Drafting of policies to ensure compliance.

Desired Skills & Experience

• Matric
• HR or Office Management related degree advantageous.
• Minimum of 2 years professional experience in an Office Manager position or corporate environment advantageous.
• Proficiency in Microsoft Office (Microsoft Word, Microsoft Outlook and Microsoft Excel in particular)

Skills, Abilities and Key Competencies

• Project management & Presentation skills.
• Ability to work independently.
• Administrative and analytical skills.
• Negotiation skills.
• Interpersonal skills.
• Creative and innovative.
• Excellent written and verbal communication skills.
• Resourceful, self-reliant and professional.
• Highly efficient, organized and pays attention to detail.
• Positive outlook and calm under pressure.
• Out of the box thinker and adaptable.
• Ability to work collaboratively and be proactive.
• Ability to solve problems and be highly organized.
• Ability to identify, manage and resolve conflict.
• Computer literacy an absolute must.
• Ability to conceptualize and possess great reasoning ability.
• Good judgment, decision-making and time management.
• Drafting, renewing and updating of templates and documentation..
• Inventory Control
• Strong organizational and planning skills
• Reporting skills