Office Manager

Position:
Office Manager
Department: HR

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 & 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 & 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 & 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 & 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 & 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 &

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 &

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