Office Manager - Stellenbosch at Burgiss

About the role:

We are recruiting for a proactive Office Manager who is a team player by nature and demonstrates high levels of accuracy and operational efficiency. As the Office Manager, your role is to oversee the general operations of the office and to ensure its smooth and optimal functioning. You will be responsible for managing various office tasks, coordinating with different departments, and supporting the overall efficiency of the organization.

 Responsibilities:

• Administrative Support: Provide general administrative support to the office by managing correspondence, answering phone calls, and responding to emails.
• Office Operations: Oversee day-to-day office operations, scheduling meetings, coordinating appointments, seating, parking, conference rooms, community spaces and managing office calendars. Ensure the office is clean, organized, and well-maintained. Control office access and manage registers.
• Staff Coordination: Collaborate with different departments and teams to facilitate communication, coordinate projects, and ensure efficient workflow.
• Staff Hiring and Onboarding: Assist in the scheduling of interviews and support the onboarding of new employees.
• Facilities Management: Oversee office facilities and maintenance, including liaising with external vendors, coordinating repairs, office design changes and maintenance. Manage the cleaning staff to ensure the office is tidy, hygienic, and organised.
• Supplies Management: Manage office equipment, stationary, cleaning, inventory, and office/ break room supplies. 
• Financial Management: Assist in managing office budgets, expense tracking, and financial reporting. Process invoices, reconcile expenses, and maintain accurate records.
• Travel and Event Planning: Coordinate travel arrangements for employees and visitors, including booking flights, accommodations, and transportation.
• Health and Safety (OHS): Ensure compliance with relevant health and safety legislation. Chair and manage OHS Forum meetings.
• Office Events: Assist in planning and organizing office events, meetings, conferences, office engagement, wellbeing activities and community initiatives. Including the procurement of supplies needed for such events.
• Policies and Procedures: Develop and implement office policies, procedures, and guidelines to ensure compliance and streamline operations. Train employees on office protocols and ensure adherence to company policies.
• Technology and IT Support: Liaise with IT support and assist with managing office technology, including computers, software, and other office equipment.
• Communication and Correspondence: Draft and edit internal and external communications, including memos, announcements, anniversary posts and reports. Ensure effective communication channels within the office.
• Records Management: Maintain and organize office records, files, and documentation. Ensure confidentiality and compliance with data protection regulations.
• Greeting visitors: Be ‘the face’ of Burgiss RSA by being the first point of contact for stakeholders. Ensure visitors to the office are welcomes, comfortable and are connected with the right office personnel. 
• Manage Relationships: Be the primary person responsible for managing relationships with vendors, service providers, and the landlord, ensuring service delivery and execution of tasks.

Required Qualifications and Experience:  

• 3 –5 years' experience as an office manager or in a similar role. 
• Office management qualification is beneficial. 
• Experience working in a professional office environment. 
• Proficient in office management software and tools. 

Required Skills: 

• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Strong time management and prioritization skills.
• Strong interpersonal and communication skills.
• Excellent organizational and multi-tasking skills 
• Great customer service and interpersonal skills. 
• Friendly and service-oriented personality. 
• Comfortable in a fast-paced and ambiguous environment.