Office Manager

 

The Office Manager will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff support and task execution. The Office Managers main responsibilities include coordination of office operations (space, supplies and equipment), compliance (safety and labour legislation), payroll preparation, recruitment and onboarding coordination, administration (filing and reporting), establish successful relationships with vendors and service providers. 

Core Responsibilities:

  • Greet visitors and callers, route and resolve information requests

  • Review, track and prepare budgets; maintain records and databases

  • Coordinate space and office organization; purchase and manage supplies and equipment

  • Oversee office budgets 

  • Support the recruitment process, manage onboarding and maintain the ATS (applicant tracking system)

  • Administration (minute tacking, produce letters, contracts and other documentation)

  • Employment Equity and Work Place Skills Reporting 

  • Ownership and management of local payroll

  • Timely payment of vendors and suppliers

  • Organize training programs for managers and staff

  • Monitor employee attendance, performance and conduct and flag issues proactively to the HR Director 

  • Manage/oversee contract and price negotiations with office vendors, service providers and office lease

  • Ensure filing systems are maintained and current; monitor procedures for record keeping; ensure security, integrity and confidentiality of information

  • Address basic employee HR queries (e.g. payroll, contracts, policy)

  • Support the organization of staff events throughout the year

  • Manage and maintain pension and medical aid and liaise with broker(s) and agents accordingly

  • Manage the fire and safety officers and the building management to ensure staff is prepared and ready

  • Design and implement office policies and procedures

  • Any other ad-hoc tasks requested by the HR Director and management team

Qualifications and Experience:

  • University degree (an advantage will be diploma in the field of HR management, Business Administration, Finance)

  • Previous experience in Office Management at least 3-5 years in a similarly sized company

  • Previous experience running payroll at least 3-5 years

  • Excellent computer skills (proficiency in Microsoft Office suite, especially excel)

  • Excellent communications skills and naturally empathetic with staff, whilst being firm and direct

  • Be well organized, responsible and able to handle multiple tasks at once, and be able to prioritize tasks

  • Attention to detail and high level of accuracy