Office Manager: Centurion

Introduction

Office Manager

The Office Manager is responsible for ensuring the effective, professional, and seamless operation of the Company’s office environment. This is a demanding, high-pressure, and service-orientated position requiring a capable all-rounder who can balance competing priorities, support executives and employees, coordinate office and fleet activities, and resolve operational issues proactively.

The successful candidate must be a confident self-starter who takes full ownership of the office environment, anticipates operational requirements, identifies problems before they escalate, and acts without waiting for continuous direction. The role requires sound judgement, resilience, strong leadership qualities, cultural awareness, and the ability to work effectively with a diverse range of internal and external stakeholders.

Duties & Responsibilities

2.1 Office Operations Management

• Take overall responsibility for the day-to-day administrative and operational management of the office.

• Ensure that the office remains professional, organised, adequately resourced, and fully operational at all times.

• Proactively identify office requirements, operational risks, and service-delivery gaps, and implement appropriate solutions.

• Develop, maintain, and improve office procedures, administrative systems, checklists, and controls.

• Monitor daily office activities and follow through on outstanding matters without requiring continuous supervision.

• Manage multiple priorities and respond effectively to urgent or changing operational requirements.

• Act as the central point of coordination for office-related queries, requests, and operational

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  2.3 Facilities and Office Administration

• Ensure that the office premises are well maintained, safe, functional, and present a consistently professional image.

• Conduct regular inspections of the office environment and address maintenance or operational concerns promptly.

• Coordinate maintenance, repairs, cleaning services, security, access control, parking, and general facilities management.

• Manage the procurement and availability of stationery, office supplies, kitchen supplies, cleaning materials, and other operational requirements.

• Maintain appropriate stock controls and prevent unnecessary shortages, waste, or overspending.

• Liaise with landlords, contractors, vendors, and service providers.

• Obtain quotations, coordinate approvals, monitor service delivery, and follow up on outstanding work.

• Monitor supplier performance and escalate recurring service or quality concerns.

• Maintain accurate office, facilities, supplier, asset, and administrative records.

• Support office moves, seating arrangements, workspace allocation, and related operational projects.

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• 2.4 Fleet and Transport Coordination

• Coordinate the day-to-day administration and utilisation of the Company’s fleet.

• Maintain accurate vehicle records, including licensing, servicing, maintenance, insurance, fuel-card administration, fines, inspections, and accident-related documentation.

• Monitor vehicle availability, condition, usage, and maintenance requirements.

• Coordinate vehicle bookings and allocate vehicles according to operational priorities.

• Follow up on reported defects, damages, accidents, traffic fines, and overdue services.

• Ensure that drivers and authorised employees comply with Company fleet policies and procedures.

• Coordinate the driver’s daily and weekly schedule between the office, warehouse, and other operational locations.

• Prioritise transport requests according to business urgency, availability, and operational requirements.

• Communicate transport arrangements and schedule changes clearly to affected stakeholders.

• Work closely with the Warehouse, Supply Chain, HR, Finance, and operational teams on fleet and transport-related matters.

• Identify opportunities to improve fleet utilisation, control costs, and strengthen accountability.

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  2.5 Reception and Front-Office Management

• Oversee the reception function and ensure consistently professional front-office service.

• Supervise and support reception and other office support employees.

• Ensure calls, visitors, deliveries, correspondence, and general enquiries are handled promptly and professionally.

• Ensure visitors and clients are welcomed, assisted, and directed appropriately.

• Ensure reception coverage is maintained during working hours, including during absences and breaks.

• Maintain appropriate visitor, access-control, and delivery records.

• Ensure reception and common areas remain neat, presentable, and appropriately prepared.

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  2.6 People Leadership and Team Coordination

• Provide clear direction, guidance, and support to reception, drivers, and other office support employees, where applicable.

• Allocate duties, monitor performance, and ensure tasks are completed accurately and within agreed timelines.

• Set and maintain high standards of professionalism, accountability, responsiveness, and service delivery.

• Address performance or conduct concerns promptly and escalate them through the appropriate channels where necessary.

• Lead by example and demonstrate composure, accountability, and professionalism, particularly under pressure.

• Encourage teamwork and effective communication between office support functions and other departments.

• Demonstrate awareness of and respect for the Company’s dynamic and culturally diverse workforce.

• Adapt communication and stakeholder-management approaches appropriately while applying Company standards consistently.

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  2.7 Employee Onboarding and Internal Support

• Coordinate with HR, IT, Finance, and relevant managers to ensure that new employees are properly welcomed, seated, equipped, and supported.

• Prepare workspaces and coordinate access cards, equipment, stationery, induction venues, and other onboarding logistics.

• Support employee exits by coordinating the return of office-related assets, access cards, keys, and other Company property.

• Attend to general office-related employee queries and resolve matters within the scope of the position.

• Ensure effective coordination between the main office, warehouse, and other Company locations.

Desired Experience & Qualification

The successful candidate must demonstrate:

• Strong initiative and a proactive approach to work.

• The ability to work independently with limited supervision.

• Personal ownership and accountability for outcomes.

• Strong planning, organisation, and prioritisation skills.

• The ability to manage several competing demands simultaneously.

• Resilience and composure in a demanding, high-pressure environment.

• Practical problem-solving skills and sound judgement.

• Strong leadership and people-management capabilities.

• Excellent written and verbal communication skills.

• Professionalism, diplomacy, and discretion.

• Strong internal and external stakeholder-management skills.

• A service-orientated approach without compromising accountability or standards.

• Cultural awareness and the ability to work effectively with a dynamic and diverse workforce.

• Attention to detail and a strong commitment to following through.

• Flexibility and the ability to adapt to changing operational requirements.

• Confidence to make decisions within the position’s delegated authority.

• The ability to identify what needs to be done and take appropriate action without waiting to be instructed.

• Emotional maturity and the ability to handle challenging interactions constructively.

 

Performance Expectations
Performance in this position will be assessed against:

• The overall efficiency and professional standard of office operations.

• Responsiveness to executive and employee requirements.

• Effective coordination of office, warehouse, fleet, and driver activities.

• Fleet availability, record accuracy, maintenance compliance, and cost control.

• The quality and reliability of reception and office-support services.

• Successful planning and execution of meetings, functions, and Company events.

• Timely resolution and escalation of office-related issues.

• Supplier performance and control of office expenditure.

• The standard of leadership provided to office support employees.

• The ability to anticipate operational requirements and take initiative.

• Consistent follow-through, accountability, confidentiality, and professionalism.

 

Working Environment

This position operates in a fast-paced, demanding, and high-pressure environment where priorities may change at short notice. The Office Manager will be expected to remain calm, solutions-focused, professional, and responsive while managing a wide range of responsibilities.

The position requires a hands-on individual who is willing to take ownership of matters at all levels, from executive support and stakeholder service to facilities, fleet, events, and everyday office operations. The incumbent must understand that effective office management requires visibility, initiative, urgency, attention to detail, and consistent follow-through.

Package & Remuneration

R35 000k per month

Interested?

If this role interest you please apply here on Pnet or visit follow our Linkedin Page for similar roles https://www.linkedin.com/company/kl-recruitment/?viewAsMember=true 

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