Office Manager

Office Administration

• General office support and Office365/SharePoint filing.
• General office administration, couriers, telephonic and email correspondence.
• Drafting, preparing, and editing documents to company standards.
• Meet and greet visitors and new starters to the office, conducting office tours.
• Liaising with landlords / key stakeholders within our shared office spaces.
• Maintaining records of fire alarms, first aiders, key holders, and access.
• Supplier management, equipment, and office facilities management.
• Manage and maintain administration systems and internal databases.
• Assist in the onboarding process for new hires, i.e., set up workstation and stationery.
• Assist in the offboarding process for leavers, i.e., arrange couriers and logging equipment returns.
• Manage the corporate mobile phone account (monthly mobile phone report) and issue mobile devices to qualifying staff where advised.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement alongside maintaining office contracts.
• Work closely with HR to ensure that office policies and procedures are adhered to.
• Assist with organising events such as the staff away day, team leader meetings & department get-togethers.
• Manage office lease renewals and tracking to ensure value for money.
• Assist the company in how we can improve sustainability, be willing to explore new ideas and options and present those to leadership.
• Demonstrate an ongoing commitment to the achievement of our ISO accreditations, including ISO 14001, 27001 and 9001.

General Administration

• Report to senior management and perform secretarial and administrative duties.
• Enter data, maintain databases, and keep records.
• Liaise with internal departments and answer external calls.
• Book international/domestic staff travel and produce itineraries.
• Manage internal and external correspondence on behalf of senior management.
• Schedule appointments, maintain an events calendar and send reminders.
• Minute taking during meetings as and when required.
• Prepare facilities for scheduled events and arrange refreshments, if required.
• Order office supplies and replacements, as well as manage mail and courier services.
• Assist in the preparation of company events such as staff update days and other celebrations.

Building Administration

• Manage cleaning booking schedules for the company flats based in London and Cape Town.
• Accurately record utility bills for both properties and present detailed best-value options to management
• during renewal periods.
  Regularly visit the Cape Town flat and run through a property survey / snagging list monthly ensuring the flat
• is fit for purpose.
• Diary and maintenance management of both properties
• Maintain up to date documentation/welcome packs ready to be issued to those temporary staying in the property.
• Build out profiles for those staying in the properties and ensure properties remain stocked with the necessary items.
• Maintain a furniture directory containing details of furniture within each property in case of breakage / if a replacement is needed.

Personal Assistant – Senior Directors

• Undertake ad hoc personal errands and maintenance of personal utilities (including car insurance, travel insurance etc).
• Assist with event planning and attendance at events, including booking tickets and noting necessary appointment times and venues.
• Travel & diary management and reservations.
• Ad hoc support as required.

What we are looking for

• High levels of experience in an office managerial role.
• Experience in supporting senior directors.
• Relevant Tertiary Qualification.
• Excellent computer literacy particularly within Microsoft packages.
• Able to prioritise and ensure smooth execution of tasks.
• Fluent in English – spoken and written with excellent communication skills.
• Strong attention to detail and accuracy.
• Maintain high levels of professionalism, confidentiality, and initiative.
• Highly organised with an understanding of priorities and changing demands.
• Organisational, planning, and multi-tasking skills.
• Information gathering and information monitoring skills.
• Problem analysis and problem-solving skills.
• Judgment and decision-making ability.
• High attention to detail and accuracy.
• High levels of flexibility.

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