Office Manager ‎(50063810)‎

1. POSITION DETAILS

Position Title:

Office Manager

Reports to:

ESA HR Operations & Performance Manager

Department:

Human Resources

Period:

Full Time Employment

Location:

Bryanston

CLOSING DATE:

31^st October 2024

2. JOB PURPOSE

The Office Manager role ensures the smooth operation of the office. The role works closely with Human Resources and Communications department following directives in a support role. They ensure communication between all relevant parties and include administrative functions, budgets, supervising projects in progress, arrangement meetings, presentations, and training. They provide support to ensure aspects of a project are dully attended to and completed at the right time

3. KEY RESPONSIBILITIES/KNOWLEDGE/SKILLS

• Provide comprehensive administrative support to the office, scheduling meetings, and coordinating travel arrangements.
• Oversee office operations, ensuring a well-organized and efficient work environment.
• Prepare and edit correspondence, reports, and presentations with a high level of accuracy and attention to detail.
• Handle confidential information with discretion and professionalism.
• Coordinate and manage special projects as assigned.
• Serve as a liaison between executives and internal/external stakeholders.
• Maintain office supplies and equipment, ensuring everything is in working order.
• Assist in organizing company events, meetings, and conferences.
• Perform other administrative duties as required to support the executive team.
• Project controlling tasks including reporting/statistics. Compilation and maintenance of consolidated action items/task lists. Preparation of meeting packs, and all secretarial duties as required including management and oversight of document repository on OneDrive.

Coordinate and manage special projects as assigned

• Assist project managers in development of project plans, timelines, and budgets
• Maintain project documentation, including project charters, schedules, and budgets
• Communicate project progress to project managers and stakeholders
• Coordinate project meetings and take minutes
• Monitor project risks and issues and escalate to project managers as needed
• Track project deliverables and timeous completion within budget
• Maintain project files and records in accordance with company policies
• Provide administrative support to the project team as needed

4. QUALIFICATIONS, EXPERIENCE AND SKILLS

Education

• A National Diploma Qualification in Office Management OR NQF Level 6 qualification in Office Administration/and or Similar Qualification.
• Knowledge working with CIPC and other company secretarial tools would be an advantage.
• Familiarity with project management tools and software.

Experience

• A minimum of 5 years' experience in office administration
• Good knowledge and understanding of project administration

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, SharePoint (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• High level of professionalism and discretion in handling confidential information.
• Strong problem-solving skills and attention to detail.

Language

• English