OFFICE MANAGER (Facilities - Systems - Operations Support)

Office | Facilities Manager | EA (Facilities – Systems – Operations Support) – Claremont / Newlands, Cape Town

Competitive Package on Offer!

Our client, a Global Investment firm is seeking a highly proficient Office Manager to support their dyanmic SA Team.

One would descirbe you as having superior organisational skills and the motivation to ensure the highest standards of quality and productivity are consistently being maintained. You possess the aability to plan, organise, co-ordinate and prioritise effectively within a fast paced environment whilst applying sound business judgment and an analytical, pragmatic and creative approach to problem solving.

Key Duties and Responsibilities:

Executive Assistance

• High-level support to Regional Head of Africa Investments and Chief Financial Officer
• Prepare and edit correspondence, reports, and presentations as required

Facilities and Office Management

• Coordinate with landlord with respect to landlord provided services
• Ensure that proper administration and logistical support mechanisms are in place and effectively managed and controlled.
• Ensure day to day office facilities run efficiently, queries and tasks are managed effectively
• Point of contact for general day to day employee and supplier queries
• Conduit for all IT matters, including being the point person for the companies IT service partner
• Maintain the service contracts and preferred suppliers list for all equipment/suppliers in the SA office and ensure servicing is done on a timely basis (referring to and updating the Operations Manager where appropriate)
• Purchase and maintain general office supplies (i.e., stationery, paper, etc.) maintain inventory and ensure availability of stock
• Procure IT equipment and supplies as required
• Ensure pantry provisions (milk, tea, coffee, fruit etc.) are always in stock and replenished as required
• Manage onboarding / offboarding of all staff in the SA office, (including office procedures, health & safety, building access, parking arrangements and IT equipment)
• Manage reception through receiving of goods, deliveries, repairs, and visitors
• Manage the cleaning service. Check daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials
• Take ownership of health and safety of the office i.e., maintaining and updating office health & safety guidelines, risk assessments, organise training, fire evacuation procedures etc. (in conjunction with Operations Manager)
• Assist employees with meeting arrangements including booking meeting rooms, arranging telecoms and organising refreshments
• Inform staff of any new policies and procedures set by the building owner and ensuring adherence

Travel Management

• Managing all aspects of local & international travel for the full team in accordance with required policy and processes using an online booking platform
• Using initiative to effect visa applications, land arrangements, hotel bookings, meetings, etc.
• Reconciliation of all travel expenses, as required
• Back up to travel administrators in different regions, as required

Operations/Administration

• Processing of supplier invoices within budget for approval through the online expense management system
• Assist with implementation of local procedures which are in place for the office
• Participate and manage ad hoc projects from time to time

Ad hoc events

• Managing all aspects of events for the office and any offsite strategy engagements

Qualifications and Experience

• Business Administration or related degree or diploma would be beneficial
• 3+ years’ experience as an Office Manager with relevant facilities, systems and operations support experience gained ideally within the financial services / asset management / global consulting / multi-national environment
• Experience with local and international travel bookings is essential!
• Comfortable learning new systems, and have a basic understanding of IT support
• Proven proficiency in Excel, PowerPoint, Word and Outlook (Advanced level)
• Project/process management experience and skills
• Fluency in English, written and verbal

Please email an updated and detailed copy of your CV to Nicole Spamers: and Lameez Herborn: