22 Oct
Redline Recruitment
Southern Suburbs
Introduction
Our prestigious Architectural/Design Client in Cape Town is seeking a proactive and highly organised Office Manager to join their dynamic team. This role is essential in ensuring smooth day-to-day operations and supporting both the office and senior staff in a wide range of tasks, from administrative duties to IT and travel coordination.
Duties & Responsibilities
Office Administration:
- Oversee the inventory and procurement of office supplies, including stationery, coffee, and cleaning products, ensuring stock levels meet office needs.
- Manage relationships with office suppliers (e.g., water filtration, plant services), coordinating deliveries and maintenance.
- Ensure the office environment is well-maintained,
handling any repairs or issues with the landlord.
- Supervise office cleaning services and ensure a high standard of cleanliness and organization.
- Act as the first point of contact for incoming calls, directing them appropriately and assisting with general sales inquiries.
- Prepare and edit documents such as reports and letters as required, ensuring all written materials meet the company’s standards.
- Manage filing and documentation of Standard Operating Procedures (SOPs).
- Organize staff uniforms and site clothing for various projects.
- Take minutes during meetings and ensure accurate documentation.
- Manage the booking system for the boardroom and ensure it is set up properly for client meetings, including refreshments and snacks.
- Compile fabric sample packs for clients and arrange couriers for timely delivery.
- Maintain and update the MS Teams leave calendar.
- Handle petty cash management, reconcile expenditures, and submit reports to the accountant on a monthly basis.
- Organize client gifts and marketing materials for events, including obtaining quotes and liaising with vendors.
Travel Coordination:
- Manage travel arrangements for senior staff, including flights, accommodations, car rentals, visas, insurance, and passport renewals.
- Prepare travel packs for employees, ensuring they have all necessary documents for trips.
- Assist staff with travel insurance claims and manage reimbursement processes.
- Plan and arrange office social events, including year-end functions, ensuring a smooth and enjoyable experience for all attendees.
Basic IT Support:
- Liaise with external service providers to resolve any fibre or VOIP issues.
- Arrange for technical support (e.g., Dial a Nerd) when necessary.
IT & Data Management:
- Provide basic troubleshooting for IT-related issues, assisting staff as needed.
- Procure and set up new hardware for employees, ensuring systems are ready for use.
- Manage Dropbox access control, set up shared folders for external consultants, and update project folders as they progress.
- Maintain Airtable with up-to-date Dropbox access information.
- Oversee Microsoft account management, including Azure security controls and user access.
- Handle anti-virus software updates and license renewals.
- Track and renew software licenses, ensuring compliance and functionality across systems.
- Manage office equipment and electronic devices via Airtable.
- Administer the VOIP phone system through Microsoft Teams.
- Serve as the administrator for the Teams portal,
ensuring seamless communication and access across the team.
Policies, Procedures & Insurance:
- Draft, review, and update company policies, ensuring they are aligned with best practices and legal requirements.
- Handle insurance renewals and manage claims for vehicles and other assets.
- Address any insurance-related queries and liaise with providers as necessary.
Staff Management:
- Oversee staff onboarding, ensuring all required documentation (e.g., personal information, bank details, ID) is collected and filed appropriately.
- Ensure new employees have access to the policy folder and complete relevant policy sign-offs.
- Keep up-to-date records of staff leave on Airtable, processing leave forms in a timely manner.
Finance & Legal:
- Review credit applications before passing them to the CEO for approval and signing.
- Manage the office petty cash and reconcile expenses accurately.
- Oversee the management of Non-Disclosure Agreements (NDAs), including reviewing and filing external NDAs for comments.
- Facilitate online purchases and reconcile credit card statements.
Desired Experience & Qualification
This role is ideal for someone with strong multitasking abilities, attention to detail and excellent communication skills.
If you thrive in a fast-paced environment and are passionate about managing a high-functioning office, this opportunity could be the perfect fit.
- 8+ years experience in a similar position
- Relevant Degree/Diploma an advantage
- Experience in Architecture, Interior Design preferable
Package & Remuneration
- Salary range: R35,000 - R40,000, dependent on experience.
Interested?
Please apply to this AD
▶️ Senior Office Manager
🖊️ Redline Recruitment
📍 Southern Suburbs