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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