Office Manager at Flash Group

Job Role:

• To ensure the smooth running of the office on a day-to-day basis while coordinating and overseeing administrative duties in the office.

Minimum Requirements:

• Matric / Grade 12
• Certificate in Office Management / Secretarial studies
• 2-3 years Reception, Administration, Travel coordination
• Excellent customer orientated approach
• Ability to work under pressure
• Ability to communicate effectively
• Excellent organizational skills
• Ability to Multitask

Skills:

• Attention to detail
• Intermediate computer skills (Microsoft, Internet)
• Customer service
• Good interpersonal skills
• Good listening skills
• Good written and verbal communication
• Planning and organizing
• Problem solving ability 
• Team player
• Time management
• Project management skills

Attributes:

• Assertive
• Friendly
• Negotiation
• Sense of Urgency

Responsibilities:

Office Maintenance:

• Coordination of office repair and maintenance to full completion.
• Arranging quotes from subcontractors
• Preparing and maintaining a maintenance schedule for the Observatory Office.
• Coordinating repairs and maintenance with the letting agent/owner of the premises
• Updating management on the status of works.
• Keeping information accessible by sorting and filing documents and certificates.
• Ensure that housekeeping is of a high standard.
• Perform a daily inspection of work areas and coordinate with the cleaner to rectify issues.  
• Immediately raise office risks to Health & Safety Rep for resolution.

Travel:

• Manage online travel booking system
• Receive and action all incoming requests for travel, including flights accommodation and car hire
• Send out confirmations and ensure travelers are well prepared for trips
• Liaise with Creditors team to ensure that all travel expenses are prepaid
• Enforce rules stipulated in travel policy and ensure staff adheres to rules set
• Negotiate and manage contracts with external suppliers

Management:

• Manage and provide support for the Receptionist
• Provide relief for the reception desk should the receptionist when needed

Adhoc

• Distribute information to staff
• Provide daily support