Office Manager

Office Manager – Engineering Company

Reports To:

Managing Director / Operations Manager

The Office Manager is responsible for the smooth day-to-day administration and office operations of the engineering company. This role ensures efficient office systems, financial administration support, HR coordination, compliance, and professional support to engineering and project teams.

• Manage daily office operations, facilities, and administrative systems
• Ensure office policies, procedures, and workflows are implemented and followed
• Coordinate office supplies, equipment, service providers, and maintenance
• Maintain organised filing systems (physical and digital)

• Process supplier invoices, purchase orders, and expense claims
• Assist with accounts payable and receivable administration
• Prepare documentation for accountants and auditors
• Monitor petty cash and office budgets
• Assist with monthly reporting and cost tracking

• Handle HR administration including employee records and contracts
• Coordinate recruitment logistics, onboarding, and inductions
• Manage leave, attendance, and payroll inputs
• Ensure compliance with BCEA, UIF, PAYE, COIDA, and labour regulations
• Support performance review administration

• Provide administrative support to engineers and project managers
• Assist with project documentation, reports, and schedules
• Coordinate meetings, site visits, and travel arrangements
• Track project documentation, compliance certificates, and drawings

• Ensure company compliance with statutory and regulatory requirements
• Maintain health & safety documentation and registers
• Liaise with external consultants, inspectors, and service providers
• Assist with ISO or industry-specific compliance where applicable

• Act as the first point of contact for clients, suppliers, and visitors
• Handle correspondence, calls, and emails professionally
• Support client invoicing and documentation requirements

• Diploma or Degree in Office Administration, Business Management, or related field
• HR or accounting certification advantageous

• Minimum 3–5 years’ experience as an Office Manager or Senior Administrator
• Experience with in an engineering, construction, or technical environment preferred
• Strong understanding of South African labour and basic financial regulations

• Strong organisational and multitasking skills
• Excellent communication and interpersonal abilities
• Proficient in MS Office (Excel, Word, Outlook)
• Experience with accounting or ERP systems (e.g. Sage, Pastel)
• High attention to detail and confidentiality
• Ability to work independently and under pressure

• Professional, reliable, and proactive
• Strong problem-solving ability
• Deadline-driven and well organised
• Comfortable working with technical teams
• Trustworthy and detail-oriented

• Office-based role with occasional site visits
• Full-time position
• Normal business hours (may vary depending on project needs)