Office Manager

Red Ember Recruitment is seeking to appoint an Office Manager for our client based in Midrand. The Office Manager ensures the heartbeat of the agency, its people, systems, workflows and environment runs smoothly every day. This role provides operational administrative and coordination support across Digital Operations, Creative Operations, HR, Finance and Leadership. It is a hands‑on detail‑driven position ideal for someone who thrives in a fast‑paced creative environment and takes pride in making systems, people and processes work seamlessly behind the scenes.

• Ensure that all internal processes, SOPs, approvals and workflows are consistently followed across departments.
• Monitor daily operations to identify inefficiencies and recommend process improvements.
• Maintain updated SOPs, workflows and checklists and ensure staff have access to the correct versions.
• Ensure all company policies and procedures are properly implemented and understood.
• Support onboarding of new staff, including desk setup, access permissions, documentation and welcome coordination.

• Maintain organised documentation and folder structures on Google Drive with proper version control and naming conventions.
• Create and update internal templates such as briefs, reports, agendas, contract templates and presentation decks.
• Ensure departmental folders (Operations, Creative, HR, Finance) remain accurate, updated and tidy.
• Manage internal administration including forms, leave tracking, notices, communications and reminders.
• Archive outdated materials routinely.

• Monitor staff tasks daily on Bitrix
  24, ensuring deadlines are realistic and adhered to.
• Flag overdue tasks, follow up diplomatically and escape ongoing concerns.
• Maintain visibility on workload distribution to anticipate bottlenecks.
• Compile weekly operational status reports for management covering completed tasks, pending items, risks and blockers.

• Attend weekly Creative Operations and Leadership meetings.
• Take accurate minutes with action items, responsible owners and deadlines.
• Circulate minutes within 24 hours.
• Maintain a centralised Action Tracker for leadership and enforce follow‑up cycles.

• Manage and synchronise departmental calendars to avoid scheduling conflicts and ensure smooth operational flow.
• Schedule internal and external meetings, performance reviews, PIPs, PDPs and check‑ins.
• Ensure meeting rooms, Zoom links and reminders are properly arranged.
• Coordinate internal culture events such as birthdays, celebrations and staff milestones.
• Office Operations & Supplies.
• Maintain adequate stock of office consumables including stationery, printer ink, refreshments and cleaning supplies.
• Track usage and proactively reorder to avoid shortages.
• Maintain petty cash or a supplier spend tracker for consumables.
• Coordinate repairs and service calls for printers, Wi‑Fi, electrical faults, plumbing and general maintenance.
• Ensure the office environment is tidy, functional and welcoming for staff and visitors.

• Serve as the first line of support for staff queries related to admin, leave, forms, equipment or internal processes.
• Provide calm, professional assistance during high‑pressure periods to support productivity and morale.
• Assist the Managing Director and senior managers with diary management, reminders, document preparation and travel bookings.
• Support internal communications through memos, announcements and operational updates.

• 35 years experience as an Office Manager, Operations Assistant, PA or similar role.
• Agency, creative or marketing environment experience preferred.
• Strong knowledge of administrative systems, documentation management and office coordination.
• Professional communication skills (written and verbal).
• Exposure to HR or Finance administration is advantageous.
• Highly organised, structured and methodical.
• Assertive yet approachable; strong diplomatic communication.
• Emotionally intelligent; calm under pressure.
• Strong process orientation; follows systems and improves them.
• Flexible and…