Office Manager

Reports to: Human Resource Manager

Job purpose:

The Office Manager is responsible for overseeing the daily administrative and operational functions of the office to ensure a well-organised, efficient, and professional working environment. The role serves as a key coordination point between departments, service providers, and management while ensuring that employees, visitors, and clients experience a well-managed and professional workplace

Key responsibilities:

Office operations management:

• Oversee the day-to-day administrative and operational activities of the office.
• Ensure the office environment is professional, organised, and operating efficiently at all times.
• Maintain office systems, procedures, and administrative processes to improve efficiency and service delivery.
• Manage the reception function and ensure professional front-office service delivery.

Facilities and office administration:

• Ensure the office premises are properly maintained and always present a professional image.
• Coordinate office maintenance, cleaning services, security, and general facility management.
• Manage procurement of office supplies, stationery, kitchen supplies, and cleaning materials.
• Monitor supplier performance and liaise with vendors and service providers where required.

People and team coordination:

• Supervise reception and office support staff.
• Support HR and IT with onboarding logistics to ensure new employees are properly welcomed, seated, and equipped.
• Assist in coordinating employee engagement activities and internal office initiatives.

Visitor and client experience:

• Ensure visitors and clients are welcomed professionally and directed appropriately.
• Oversee reception processes including calls, visitors, and general front-office administration.
• Ensure accurate information is provided to visitors and callers regarding company services.

Administration and executive support:

• Provide administrative support to Senior Management when required.
• Handle administrative queries and requests from internal stakeholders.
• Assist with travel arrangements, meeting logistics, and executive support coordination.

Meetings, events and office coordination:

• Coordinate internal meetings, company functions, and events.
• Manage meeting rooms, office calendars, and venue arrangements.
• Assist with planning and coordinating internal office activities.

Compliance and professional conduct:

• Maintain confidentiality and professionalism in all interactions.
• Ensure office policies, procedures, and administrative standards are upheld.
• Address queries, resolve issues where possible, and escalate matters appropriately.

Required qualifications and experience:

• Grade 12 (Matric)
• A tertiary qualification in Business Administration, Office Management, or a related field is advantageous
• Minimum of 8+ years’ experience in an Office Administration, Office Manager, or similar role
• Strong experience managing office operations and administration
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to manage multiple priorities in a fast-paced environment

Key competencies and skills:

• Strong administrative and organisational ability
• Excellent communication (written, verbal, and interpersonal)
• Strong leadership and coordination skills
• High level of professionalism and confidentiality
• Attention to detail and problem-solving ability
• Ability to manage competing priorities
• Strong stakeholder management skills
• Ability to work independently and take initiative
• Ability to build trust across all levels of the organisation
• Emotional maturity and integrity