Office Manager/Executive Assistant to Management

SUMMARY:
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POSITION INFO:

Office Manager Responsibilities:

• Oversee daily office operations and address facility-related issues.
• Manage office supplies inventory and place orders as necessary.
• Coordinate with IT, cleaning, and security services to maintain office environment.
• Assistant to the Executive Assistant: Aid the Executive Assistant in managing the executive's schedule and communications.
• Help organize and prepare materials for meetings and presentations.
• Assist in coordinating travel arrangements and processing expense reports.
• Sending cards and gifts to customers.
• Completing KYC documents.
• Organise all catering and stationery for the training sessions.
• Adding public holidays into the Teams calendar.
• Booking lunches.
• Setting up new employees with email, adding to email groups, access to the OneDrive, laptop, screens, keyboard, mouse, bags and all stationery.
• Ordering office supplies and food.
• Ordering office stationery.
• Arranging branded stationery and clothing.
• Ensuring office is always locked and alarmed.
• Assisting to any office maintenance.
• Scheduling meetings for the team.
• All travel for employees (Flights, accommodation, rental cars, check-ins, documents for travelling, budgets etc.)
• Arranging and managing the cleaners.
• Sorting company car issues/services/ licensing/ car wash etc.
• Arranging employee gifts for birthdays.
• Sorting, cleaning and monitoring storerooms.
• Sorting any technical issues in the office.
• Liaising with Oryx for out of office messages, office equipment, technical issues, new emails & packages, setting up printers, any IT related issues.
• Office notice emails.
• Arranging business cards.
• Arranging employee signatures on emails.
• Manage office supplies inventory.
• Arranging parking, remotes and access cards for employees in the JHB office.

Assistant to Johannesburg management:

• Support management in preparing of certain ad hoc documentation.
• Assist in the preparation of presentations and proposals.
• Handle correspondence and follow-ups with clients.
• Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
• Assist in the delivery of trade documentation to local offices/banks/service providers in Gauteng.
• Collection/delivery of physical product samples to Laboratories in Gauteng.

Receptionist Duties:

• Greet visitors and ensure reception area is welcoming and presentable.
• Manage all incoming calls, redirecting inquiries to appropriate departments as necessary.
• Answer, screen, and forward incoming phone calls while providing basic information when needed.
• Update calendars and schedule meetings. Arrange travel and accommodations for staff as needed.
• Maintain security protocols.
• Managing C-suite meetings in JHB.
• Prepare beverages for meetings.
• Booking of boardrooms.

 

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