Office Manager

SUMMARY:
Hospitality Group based in Constantia, Cape Town is seeking a highly organized and proactive Office Manager.
 
In this pivotal role, you will serve as the central coordinator for project management across all departments, ensuring smooth operations and efficient workflow management.
 

POSITION INFO:
Duties:

Project Management & Coordination:

HOD Support: Assist Heads of Departments in managing their tasks, deadlines, and project timelines.
Task Tracking: Implement and maintain a comprehensive project management system to monitor business-wide initiatives.

Progress Reporting:

Meeting Coordination: Schedule and facilitate cross-departmental meetings, prepare agendas, and track action items
Create regular status reports and updates for management on various projects.

Administrative Excellence:

Systems Management: Maintain and optimize organization-wide administrative systems.
Documentation: Ensure proper documentation of processes, procedures, and project outcomes.
Resource Allocation: Help coordinate resources across departments for maximum efficiency.

Standard Office Manager Responsibilities:

Office Supplies Management: Oversee the inventory and ordering of office supplies to ensure the office is well stocked.
Facility Management: Coordinate maintenance and repair of office equipment and facilities.
Reception Duties: Manage the reception area, greet visitors, and handle incoming calls and correspondence.
Budget Management: Assist in managing office budgets and expenses, ensuring cost-effective operations.
Health and Safety Compliance: Ensure the office complies with health and safety regulations and conduct regular inspections.
Employee Support: Provide administrative support to staff, including managing schedules, travel arrangements, and expense reports.
Vendor Management: Liaise with vendors and service providers to ensure timely delivery of services and supplies.
Event Coordination: Organize office events, meetings, and training sessions.
Minute Taking: Accurately record and distribute minutes of meetings, ensuring all action items are tracked and followed up.

Requirements:

Grade 12
Diploma in Office Management, Certificate in Project Management will be advantageous
At least 3 – 5 years in a similar role
Proven experience in coordinating multiple projects simultaneously.
Strong skills in Microsoft Office Suite and project management software.
Exceptional organizational and time management abilities.
Excellence in both written and verbal communication.
Strong analytical and critical thinking skills.
Own transport and valid driver’s license.
Flexibility to adapt to changing priorities.
Strong attention to detail.