Office Manager – Johannesburg, South Africa at Western Union

This position will provide administrative support and management to our busy office; you’ll have a broad and varied set of tasks from reporting & vendor management through to travel arranging, budget management and event coordination. This role needs someone who can react well to change and enjoys being part of a dynamic and thriving team. This role will allow you to learn and develop skills in key areas of our business, so it has genuine career development opportunities.

Role Responsibilities

• Co-ordinate and manage the Johannesburg office and support the Ivory Coast and Lagos offices in line with company business values.
• Support company administrative services by maintaining office systems and supervising staff.
• Work closely with the WU Global Support Services team and maintain strong communication links across the business.
• Maintain office services by organizing office operations and procedures, coordinating payroll, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions, and assigning and monitoring clerical functions.
• Manage the budgets for assigned office locations. Achieve financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends in line with local laws and jurisdictions.
• Manage office security and safety in conjunction with IT / HR department and location-based security team for assigned locations.
• Follow and track compliance with company policies and procedures related to safety, security, business continuity, etc.
• Responsible for setting up agreements with and managing office suppliers to ensure the best possible, cost-effective service is always obtained.
• Oversee management of office consumables, stationery, and other consumables.
• General administration duties including scanning, printing and/or filing as required by the office / per respective country information sharing and archival standards.
• Attend vendor / supplier and other management meetings. Main point of contact for the building landlord, vendors, and suppliers.
• Responsible for Purchase Order (PO) creation, Vendor onboarding, Request for Sourcing, Vendor Risk Assessment etc.
• Ensure all office documents/guides are timeously uploaded to the company portals.

Role Requirements

• Significant and substantial experience of a similar role – ideally you will five or more years in an Office Manager role.
• You’ll need the ability to work independently and possess strong decision-making skills.
• You’ll use your interpersonal skills to negotiate, present, and listen to your vendors, suppliers and all office staff and build trust and confidence with them while you are reporting progress and achievements on a weekly basis to your direct supervisor.
• Excellent communication skills being fluent in written and spoken English (other languages a bonus – especially French).
• Sound knowledge and understanding of administrative services, vendor onboarding and management, budget management, staffing, process improvement and management, supervision, inventory management and control, payroll management are advantageous.