Office Manager

Full Circle Agency (FCA) is looking for a highly organised office manager to oversee and coordinate our offices administrative and operational functions. The ideal candidate will ensure the smooth running of our office, maintain well-organised communal areas, and provide professional assistance to the directors.

Key responsibilities:Office operations coordination:
Oversee administrative and operational functions to ensure efficient office operations.
Provide IT support in collaboration with the IT department.
Plan and schedule appointments, develop standard operating procedures, and escalate operational needs.
Coordinate and direct office services, including maintenance contractors, and housekeeping.

Reception and faculties management:
Maintain communal areas, greet visitors, and provide front desk duties.
Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously.
Manage office equipment and facilities, oversee maintenance, and ensure office supplies are in stock.
Handle insurance claims, liaise with the landlord, and lead the health and safety committee.

Purchasing and supplies management:
Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
Implement cost-saving measures and ensure timely delivery of supplies.

Social staff events:
Develop and organise social staff events and the annual year-end function.
Address staff welfare issues in collaboration with the head of people.

Stakeholder engagement and administrative support:
Provide orientation to new staff and implement best practices.
Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services.

Document preparation and management:
Prepare invoices, reports, memos, letters, basic financial statement, and other documents using word processing, spreadsheet, or presentation software.
File and retrieve corporate documents, records, and reports.
Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution.
Provide clerical support to directors, attend meetings, record minutes, and prepare agendas.
Compile, transcribe, and distribute minutes of meetings.

Executive support:
Manage and maintain executives schedules and make travel arrangements when necessary.
Interpret and oversee administrative policies and procedures for the office.
Supervise and train cleaning staff and arrange for employee training.
Review and improve operating practices and procedures.

Building maintenance:
Ensure all lights, appliances, and office equipment are working and maintained.
Arrange for repairs and ensure offices are well-maintained.
Maintain warehouse, apartment and vehicles.

Occupational health and safety:
Ensure all OHS requirements are met.

Security:
Ensure all external doors are secure at night, and security systems are well maintained and followed.

Handling deliveries and courier services:
Arrange and oversee courier services for office needs.

Required:
Applicants should be South African citizens, permanent residents with a bar-coded ID, possess a valid work visa or permit, and have a valid RSA drivers licence.

Qualifications and experience:
Matric and diploma in business administration, business management, or a related field.
Minimum of 3-4 years of relevant experience in a similar role.
Own transport and drivers licence.

Skills:
Attention to detail and commitment to maintaining high-quality standards.
Excellent English communication skills and strong written skills.
Proven knowledge and proficiency in Microsoft 365 applications (Outlook, Word, Excel, Planner, PowerPoint) and using video calling platforms (MS Teams).
Exceptional organisational and time- management skills.
Strong problem-solving skills.
Strong ability to priorotise and manage workload and deal with long- and short-term demands.
Strong negotiation skills.
Proficiency in project management software and tools.
Ability to work under pressure and handle multiple tasks simultaneously, can remain calm under pressure.
A good team player who can work on their own initiative and carry through projects.