Office Manager at AOSIS

About the Role:

We are looking for a highly organised and proactive Office Manager to oversee and coordinate our office's administrative and operational functions. The ideal candidate will ensure the smooth running of our office, maintain well-organised communal areas, and provide professional assistance to visitors and stakeholders.

Key Responsibilities:

Office Operations Coordination:

• Oversee administrative and operational functions to ensure efficient office operations.
• Supervise and train cleaning staff and provide IT support in collaboration with the IT department.
• Plan and schedule appointments, develop standard operating procedures, and escalate operational needs.
• Coordinate and direct office services, including maintenance contractors, departmental finances, budget preparation, personnel issues, and housekeeping.

Reception and Facilities Management:

• Maintain communal areas, greet visitors, and provide front desk duties.
• Manage switchboard, answer phone calls, direct calls to appropriate parties or take messages.
• Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously.
• Manage office equipment and facilities, oversee maintenance, and plan office design.
• Handle insurance claims, liaise with the landlord, and lead the Health and Safety committee.

Purchasing and Supplies Management:

• Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
• Implement cost-saving measures and ensure timely delivery of supplies.

Records and Budget Maintenance:

• Maintain accurate records and optimise resources.
• Provide financial guidance to staff and minimise waste.

Social Staff Events:

• Develop and organise social staff events and the annual Year End function.
• Address staff welfare issues in collaboration with the line manager.

Stakeholder Engagement and Administrative Support:

• Provide orientation to new staff, monitor performance, and implement best practices.
• Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services.

Document Preparation and Management:

• Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, CRM, or presentation software.
• File and retrieve corporate documents, records, and reports.
• Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Provide clerical support to other departments, attend meetings, record minutes, and prepare agendas.
• Compile, transcribe, and distribute minutes of meetings.

Executive Support:

• Manage and maintain executives' schedules and make travel arrangements when necessary.
• Interpret and oversee administrative policies and procedures for the office.
• Supervise and train cleaning staff and arrange for employee training.
• Review and improve operating practices and procedures.

Building Maintenance:

• Ensure all lights, appliances, and office equipment are working and maintained.
• Manage generator fuel levels, service air conditioners, and arrange cleaning of carpets, windows, etc..
• Arrange for repairs and ensure gardens and buildings are well-maintained.

Occupational Health & Safety (OHS):

• Ensure all OHS requirements are met.

Security:

• Ensure all external doors are secure at night.

Handling Deliveries and Courier Services:

• Manage incoming and outgoing deliveries, ensuring timely and accurate distribution.
• Arrange and oversee courier services for office needs.

Requirements

Required skills and qualifications

Applicants should be South African citizens, permanent residents with a bar-coded ID, possess a valid work visa or permit, and have a valid RSA driver's license.

Qualifications and Experience:

• Matric or a Diploma in Business Administration, Business Management, or a related field.
• Minimum of 4 years of relevant experience in a similar role.
• Own transport and driver’s license.

Skills:

• Attention to detail and a commitment to maintaining high-quality standards.
• Excellent English communication skills and strong written skills.
• Proven knowledge and proficiency in Microsoft 365 applications (Outlook, Word, Excel, Planner, PowerPoint) and using video calling platforms (MS Teams).
• Exceptional organisational and time-management skills.
• Strong problem-solving skills.
• Strong ability to prioritise and manage workload and deal with long- and short-term demands.
• Strong negotiation skills.
• Proficiency in project management software and tools (e.g., ClickUp, Trello, or Asana).
• Ability to work under pressure and handle multiple tasks simultaneously; can remain calm under pressure.
• A good team player who can work on their own initiative and carry through projects.