Office Manager (FMCG)

SUMMARY:
The office manager will organize and coordinate administration duties and office procedures. The role of office manager is to create and maintain a pleasant work environment, ensuring high levels of effectiveness, communication, and safety. The office manager is responsible for developing intra-office communication protocols, streamlining administration procedures, inventory control, office staff supervision and task delegation. The office manager will be responsible for all offices across the country.

POSITION INFO:
Minimum Qualifications and Experience:
- Matric
- Excel skills
- Proficient in the use of the Microsoft Office Suite
- Proven experience as office manager or office administrator
- Knowledge of office management responsibilities, systems, and procedures

Main Duties/Key Results Areas:
- Debit cards correlation for sign off and processing
- Debit cards requests and cancellations
- Travel spend reports
- Archiving – maintaining the archive schedules to make it easier to find information should we need it. Making sure we are archiving correctly and in a timely manor
- Licensing of vehicles
- Stand-In for Systems Administrator
- All office management duties will extend across all sites
- Ensure smooth running of office on a day-to -day basis for all sites
- Manage a team of administrative staff/reception/cleaning staff by assigning and monitoring tasks
- Liaising with staff, suppliers, and clients
- Implementing and maintaining procedures/office administration systems/filing systems
- Check generators on weekly basis to ensure they are in working order, refuel when necessary
- Check both buildings on a weekly basis to identify any maintenance related issues. Report any issues to the relevant Director and ensure all approved maintenance requests are completed.
- Liaise with garden services and ensure that office gardens are maintained on a weekly basis
- Assist with daily stationary requests, issuing items to staff and ensuring that they sign for same
- Manage the day-to-day duties of cleaning staff
- Cell phone accounts to be sent to Director on a monthly basis
- Assist with cell phone contract renewals / upgrades /queries when needed
- Carry out monthly insurance checks together with Legal team to ensure all items are correctly listed
- Arrange new Metro file bases and lids when needed
- Manage Metrofile process: retention, protection, retrieval, transfer, and disposal of records.
- Manages budget for office supplies such as consumables, stationary, cleaning supplies etc.
- Check accuracy of service provider recons to ensure they are in line with services rendered
- Water pot plants on weekly basis
- Ensure Hand sanitiser is always available at all offices
- Together with IT, provide HR with new starter costs on monthly basis
- Attend to any Ad hoc duties when needed
- All and any other related tasks and duties as required by the Employer from time to time

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