OFFICE MANAGER

Recruiter:

JABES CONSULTANTS

Job Ref:

OFFICE MANAGER

Date posted:

Thursday, May 21, 2026

Location:

Johannesburg, South Africa

Salary:

R22 000 – R26 000 CTC depending on experience and current CTC

SUMMARY:
Our client has an urgent vacancy for an Office Manager at a Security Estate in Meyersdal, Alberton.

POSITION INFO:

OFFICE MANAGER

Report to the Estate Manager or his/her designate.

1 FINANCE

Receive creditor invoices/SLAs, verify, prepare payment requests, and file records.
Reconcile petty cash weekly, ensure cash is securely handled and locked up always, and deposit cash once per week.
Monthly screen bank records for irregularities & report deviation/s immediately to EM.
Follow up that financial statements & debtor progress reports are available to management/directors on time.
Resolve owner''s levy/ penalties queries/ statements & same for lawyers regarding clearance figures required or legal proceedings.
Assist auditors with resource documents, inquiries, and contact details of debtors/creditors or others when requested. Facilitate Estate manager availability for meetings/assistance with asset verification by the auditors.
Ensure relevant files are properly ended off at the end of the financial period and after the audit is completed and moved to the approved storage facility for filing. Open new files for the new financial period.
Distribute financials to relevant Board members when due

2 ADMINISTRATION / HR

Manage and control the Estate office functionality including staff, and resident requirements such as inquiries regarding all related HOA matters, assisting management to execute key functions by driving action task lists, feedback to directors/other role players, scheduling and arranging meetings, attendance, etc.
Submission of employee documents to Angor for recordkeeping and processing that is payroll records, attendance, sick, family responsibility, and annual leave records, records of counselling/ disciplinary actions, work contracts, and any related employee information.
Procure office/clubhouse consumables and do regular inventory checks to avoid abuse of stocks and or petty theft.
Obtain quotes/prices or purchase orders when required to.
Stand in for receptionist/ access controller when needed.
Manage insurance claims/inquiries & record/ file all claim information.
Coordinate facility bookings, deposits & rentals to be paid, and inspections after functions.
Book company vehicles for services.
Keep a record of all vehicle licenses/maintenance records and renew company vehicle licenses when due.

3 SECRETARIAL DUTIES

Assist EM with compiling/ distributing reports, memos, letters, or information on social/other media to residents/tenants and other role players.
Screen calls/ requests for personal meetings with the Estate manager by resolving less serious concerns and or diverting specific issues to the managers that are responsible for them.
Distribute Board & sub-committee and other meeting invites, agendas & minutes.
Record, type & distribute Board & subcommittee minutes in set time frames. Sub-committee minutes within 3 working days and Board minutes within 7 working days
Manage sub-committee action lists to ensure actions are executed and escalate where needed if actions are lacking or falling behind.
Control admin budget under the guidance of EM with applicable payments.
Update & maintain asset register and ensure changes are added by Angor.
Ensure all new equipment/vehicles details are forwarded to insurance brokers and verify it is listed on updated insurance policies always.

4 AGM SPECIFIC

Ensure the set date is communicated regularly and well in advance to all residents.
Circulate all relevant notices/documents/reports as per legal requirements.
Arrange functions concerning the facility, catering, equipment, backup, and recording.
Coordinate presentations, speakers, and representatives for the function
Control registration of owners attending the AGM and file completed attendance register.
Record and type minutes for verification by the Estate manager before distributing them to the chairperson for approval.

KNOWLEDGE/KNOW HOW TO DO THE JOB Ability to read and understand basic financial statements e.g., income and expenses statements, Balance sheets, and Debtor reports. Basic understanding of HR requirements – essential records needed Sound understanding of Estate type rules and its financial policies and processes Able to interpret and implement all relevant decisions made by the Board/ management Good problem-solving and communication skills to deal with residents and Board members Initiative to decide if calls must go to the Estate manager and to handle less serious problems or transfer it to the correct manager that deals with specific issues
SKILLS/ABILITIES REQUIRED FOR THE JOB Able to communicate with residents, contractors, visitors, management and directors Ability to deal comfortably with complexity and a lot of infinite detail
Good problem-solving skills and accuracy with report writing, taking off minutes Able to set and maintain deadlines for compiling and issuing minutes, memos, letters *Ability to identify abnormal expenses in income statements
PERSONAL ATTRIBUTES REQUIRED FOR THE JOB Accurate and attentive to detail and flair Patient when dealing with residents, contractors, Board members, and public Able to work under deadlines, pressure from the Board and others Good communication skills with directors, management, and employees including the sound ability to communicate well in English as a business language.
SPECIFIC REQUIREMENTS FOR THIS JOB Diverse portfolio hence a lot of flexibility, organizing, people skills, and initiative are required Strong possibility of interference by third parties regularly *Job requires regular overtime work as most meetings take place after hours
KEY DECISION MAKING *Decisions within the job description, policy, and budget parameters	*Ensure Financial policy, Admin. approved budget controls are exercised

CV must include a recent photograph as well as previous pay slip & salary expectation.

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KNOWLEDGE/KNOW HOW TO DO THE JOB Ability to read and understand basic financial statements e.g., income and expenses statements, Balance sheets, and Debtor reports. Basic understanding of HR requirements – essential records needed Sound understanding of Estate type rules and its financial policies and processes Able to interpret and implement all relevant decisions made by the Board/ management Good problem-solving and communication skills to deal with residents and Board members Initiative to decide if calls must go to the Estate manager and to handle less serious problems or transfer it to the correct manager that deals with specific issues
SKILLS/ABILITIES REQUIRED FOR THE JOB Able to communicate with residents, contractors, visitors, management and directors Ability to deal comfortably with complexity and a lot of infinite detail
Good problem-solving skills and accuracy with report writing, taking off minutes Able to set and maintain deadlines for compiling and issuing minutes, memos, letters *Ability to identify abnormal expenses in income statements
PERSONAL ATTRIBUTES REQUIRED FOR THE JOB Accurate and attentive to detail and flair Patient when dealing with residents, contractors, Board members, and public Able to work under deadlines, pressure from the Board and others Good communication skills with directors, management, and employees including the sound ability to communicate well in English as a business language.
SPECIFIC REQUIREMENTS FOR THIS JOB Diverse portfolio hence a lot of flexibility, organizing, people skills, and initiative are required Strong possibility of interference by third parties regularly *Job requires regular overtime work as most meetings take place after hours
KEY DECISION MAKING *Decisions within the job description, policy, and budget parameters	*Ensure Financial policy, Admin. approved budget controls are exercised

OFFICE MANAGER

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