Office Manager (Operations & Administration) - Edgemead, Cape Town (Western Cape, SA)

SUMMARY:
Office Manager (Operations & Administration) - Edgemead, Cape Town (Western Cape, SA) We are curr

POSITION INFO:

Office Manager (Operations & Administration) -  Edgemead, Cape Town (Western Cape, SA)

We are currently recruiting for a well-established and vibrant Christian Church who is currently expanding and in search of a highly organised, process driven, hands-on, pro-active and solutions focused Office Manager (Operations & Administration) to join their collaborative team!

One would describe you as a resourceful and resilient professional with a proven ability to innovate and enhance operational and office administrative processes.  Known for your analytical thinking, you excel at identifying gaps and driving continuous improvement initiatives.

Their team culture values presence over productivity, fun, authentic relationships, teamwork, spiritual health, and taking hope to the world. They believe ministry should be life-giving-both to the people they serve and the teams they lead and they are seeking someone who shares these values and who will help steward and strengthen their operational foundation.

You will be working closely with the Executive Pastor of the church and will be responsible for a variety of areas.

MAIN PURPOSE OF THE ROLE

The Office Manager (Operations & Administration) will help lead the smooth, efficient functioning of our church's administration, finance, and campus logistics providing an effective functioning support system for the ministry of the congregation.

This leadership role is vital to enabling the ministry to thrive behind the scenes by helping to build scalable systems, ensuring compliance, managing resources wisely, and leading people with integrity and care.

It will include oversight of the following areas: Office Management, General Administration (People Administration, Policy and Record Management), Financial Administration (including Supplier, Procurement Management and Insurance), IT Infrastructure and Systems Management, Facilities and Equipment as well as oversight of the full Campus's Operations.

KEY RESPONSIBILITIES

Operational Leadership & Office Oversight (20%)

• Oversee weekday operations, systems, and teams that support church-wide ministry
• Supervise administrative, facilities, business personnel, contract personnel as well as volunteers.
• Oversee church calendar and manage all venue bookings, office functions, and team travel logistics
• Lead internal process documentation and onboarding for the equipping for new ministry leaders and leadership team members

Administration, Compliance & Financial Systems (40%)

• Manage church-wide administrative systems and member database as well as ensure that the database infrastructure meets the requirements for the effective management of church data
• Provide accurate, up-to-date and timely information pertaining to church membership and activities via the member database whilst eliminating duplicates and purging database for obsolete records
• Recruit, equip and manage the volunteer team working with the church member data
• Oversee policy development, implementation, and compliance (HR, health & safety, data, etc.)
• Ensure compliance with relevant regulations through research and staying abreast of legislative impact on church policies as well as update and implement any needed changes to existing policies accordingly
• Ensure timely and accurate weekly, monthly as well as quarterly reporting for strategic decision-making
• Prepare Elder and AOG reports as requested
• Support financial management including budget monitoring, procurement oversight, and insurance
• Provide travel arrangement support for staff and leadership which includes booking of flights, accommodation, transport, budgets, tracking of travel paperwork, etc.
• Ensure that all meeting minutes in which decisions are made, as well as all building plans, safety plans and certificates of compliance are appropriately stored

IT & Systems Infrastructure (15%)

• Lead development and maintenance of church-wide IT and communication systems
• Manage service provider relationships and licensing (e.g., Microsoft 365, Planning Center, MS Teams folder permissions, database access permissions, etc.)
• Ensure that all functionality of hardware and software is up to date, being utilised and meets the church's requirements
• Ensure the security of company information and effective backup systems both internally and externally
• Ensure staff are trained and supported with the right tech tools (both software and hardware) for ministry
• Ensure that all the telecommunication and various systems are functional and operational
• Review all online systems and applications, access and permissions annually, from song loops, to livestream software, etc. as well as that all systems are documented and network diagrams available

Campus, Health & Safety and Facilities Operations (15%)

• Ensure OHS procedures and signage are in place; correct any non-compliance through preventative action
• Report accidents/incidents and follow up with required steps
• Oversee facilities operations, including cleaning, grounds, and security, ensuring smooth daily functioning
• Supervise cleaning/facilities staff and liaise with volunteers or service providers for maintenance