Office Manager

SUMMARY:
Office Manager – Engineering Company
Reports To
Managing Director / Operations Manager
Job Purpose
The Office Manager is responsible for the smooth day-to-day administration and office operations of the engineering company. This role ensures efficient office systems, financial administration support, HR coordination, compliance, and professional support to engineering and project teams.
 
Key Responsibilities
Office & Administrative Management
Manage daily office operations, facilities, and administrative systems
Ensure office policies, procedures, and workflows are implemented and followed
Coordinate office supplies, equipment, service providers, and maintenance
Maintain organised filing systems (physical and digital)
Financial & Accounting Support
Process supplier invoices, purchase orders, and expense claims
Assist with accounts payable and receivable administration
Prepare documentation for accountants and auditors
Monitor petty cash and office budgets
Assist with monthly reporting and cost tracking
Human Resources Administration
Handle HR administration including employee records and contracts
Coordinate recruitment logistics, onboarding, and inductions
Manage leave, attendance, and payroll inputs
Ensure compliance with BCEA, UIF, PAYE, COIDA, and labour regulations
Support performance review administration
Project & Engineering Support
Provide administrative support to engineers and project managers
Assist with project documentation, reports, and schedules
Coordinate meetings, site visits, and travel arrangements
Track project documentation, compliance certificates, and drawings
Compliance & Health and Safety
Ensure company compliance with statutory and regulatory requirements
Maintain health & safety documentation and registers
Liaise with external consultants, inspectors, and service providers
Assist with ISO or industry-specific compliance where applicable
Communication & Client Liaison
Act as the first point of contact for clients, suppliers, and visitors
Handle correspondence, calls, and emails professionally
Support client invoicing and documentation requirements
 
Minimum Requirements
Qualifications
Diploma or Degree in Office Administration, Business Management, or related field
HR or accounting certification advantageous
Experience
Minimum 3–5 years’ experience as an Office Manager or Senior Administrator
Experience within an engineering, construction, or technical environment preferred
Strong understanding of South African labour and basic financial regulations
Skills & Competencies
Strong organisational and multitasking skills
Excellent communication and interpersonal abilities
Proficient in MS Office (Excel, Word, Outlook)
Experience with accounting or ERP systems (e.g. Sage, Pastel)
High attention to detail and confidentiality
Ability to work independently and under pressure
 
Personal Attributes
Professional, reliable, and proactive
Strong problem-solving ability
Deadline-driven and well organised
Comfortable working with technical teams
Trustworthy and detail-oriented
 
Working Conditions
Office-based role with occasional site visits
Full-time position
Normal business hours (may vary depending on project needs)

POSITION INFO:
Office Manager – Engineering Company
Reports To
Managing Director / Operations Manager
Job Purpose
The Office Manager is responsible for the smooth day-to-day administration and office operations of the engineering company. This role ensures efficient office systems, financial administration support, HR coordination, compliance, and professional support to engineering and project teams.

Key Responsibilities
Office & Administrative Management
Manage daily office operations, facilities, and administrative systems
Ensure office policies, procedures, and workflows are implemented and followed
Coordinate office supplies, equipment, service providers, and maintenance
Maintain organised filing systems (physical and digital)
Financial & Accounting Support
Process supplier invoices, purchase orders, and expense claims
Assist with accounts payable and receivable administration
Prepare documentation for accountants and auditors
Monitor petty cash and office budgets
Assist with monthly reporting and cost tracking
Human Resources Administration
Handle HR administration including employee records and contracts
Coordinate recruitment logistics, onboarding, and inductions
Manage leave, attendance, and payroll inputs
Ensure compliance with BCEA, UIF, PAYE, COIDA, and labour regulations
Support performance review administration
Project & Engineering Support
Provide administrative support to engineers and project managers
Assist with project documentation, reports, and schedules
Coordinate meetings, site visits, and travel arrangements
Track project documentation, compliance certificates, and drawings
Compliance & Health and Safety
Ensure company compliance with statutory and regulatory requirements
Maintain health & safety documentation and registers
Liaise with external consultants, inspectors, and service providers
Assist with ISO or industry-specific compliance where applicable
Communication & Client Liaison
Act as the first point of contact for clients, suppliers, and visitors
Handle correspondence, calls, and emails professionally
Support client invoicing and documentation requirements

Minimum Requirements
Qualifications
Diploma or Degree in Office Administration, Business Management, or related field
HR or accounting certification advantageous
Experience
Minimum 3–5 years’ experience as an Office Manager or Senior Administrator
Experience within an engineering, construction, or technical environment preferred
Strong understanding of South African labour and basic financial regulations
Skills & Competencies
Strong organisational and multitasking skills
Excellent communication and interpersonal abilities
Proficient in MS Office (Excel, Word, Outlook)
Experience with accounting or ERP systems (e.g. Sage, Pastel)
High attention to detail and confidentiality
Ability to work independently and under pressure

Personal Attributes
Professional, reliable, and proactive
Strong problem-solving ability
Deadline-driven and well organised
Comfortable working with technical teams
Trustworthy and detail-oriented

Working Conditions
Office-based role with occasional site visits
Full-time position
Normal business hours (may vary depending on project needs)