Office Manager

Our client, based in Cape Town, is one of the leading companies in the design and installation of luxury architectural fabric structures worldwide.

General

• Manage and order office stationery.
• Manage and order office consumables (ie. coffee, cleaning products etc)
• Oversee office maintenance (coordinate with landlord).
• Oversee office cleaning.
• Oversee office suppliers (ie. plant services, filtered water etc)
• Direct incoming calls.
• Assist with general sales calls.
• Prepare letters and reports as needed. Assist with editing of documents.
• SOP filing.
• Ordering staff and site clothing.
• Meeting Minutes.
• Manage boardroom bookings.
• Setup of the boardroom for client meetings, tea, coffee, snacks.
• Compile fabric sample packs and arrange for the courier.
• Update MS Team leave calendar.
• Manage office petty cash, reconcile, and send to Accountant monthly.
• Arrange client gifts.
• Arrange sales and marketing material quotes for events.

Travel

• Manage senior staff travel arrangements including flights, accommodation, car hire, visas, insurance, and passport renewals.
• Issue travel packs for staff.
• Manage and assist with travel insurance claims.
• Manage reimbursements for senior staff.
• Arrange office socials/year end function.

Basic IT

• Report fibre issues to suppliers.
• Report VOIP issues to supplier.
• Arrange for Dial a Nerd support when required.

IT & Data Management

• IT assistance and trouble shooting.
• Order and setup new hardware for staff.
• Dropbox management and access control.
• Setup shared folders for external consultants on Dropbox.
• Setup new project folders. Move project folders from Sales to In Progress.
• Update Dropbox Access on Airtable.
• Microsoft management and access control.
• Manage Azure security controls.
• Anti-Virus Management.
• Manage Software Licences and renewals.
• Manage electronic equipment on Airtable.
• Manage VOIP phone system on Microsoft Teams.
• Manage Teams Admin portal.

Policies / Procedures/ Insurance

• Manage/Draft/Revise THS overall policies.
• Insurance Renewals.
• Vehicle claims.
• Manage Insurance queries.

Staff

• Staff onboarding – collate onboarding documentation. (Personal Information, Bank account, ID etc)
• Ensure new staff have access to policy folder and sign relevant policies.
• Manage leave forms and keep up to date records on Airtable.

Finance/Other

• Read and check credit applications before sending to CEO for signing.
• Manage Petty Cash.
• Manage NDAs documents.
• Review external NDA documents for comment.
• Online purchases and credit card recons.

Salary

• Between R35 000 and R40 000 based on experience