Office Manager

Red Ember Recruitment (PTY) Ltd; Gauteng; On-site; ZAR 300 000 - 450 000; Full time

Job summary

A recruitment agency is seeking an Office Manager in Midrand. The role involves operational support across various departments, ensuring systems and workflows run smoothly. Ideal for individuals with 3–5 years of experience, particularly in a creative environment, who are detail-oriented and tech-savvy. Responsibilities include managing documentation, task monitoring, and providing staff support. This position requires strong communication skills and the ability to thrive in a fast-paced environment.

Qualifications

• 3–5 years’ experience as an Office Manager or similar role.
• Experience in an agency or creative environment preferred.
• Exposure to HR or Finance administration is advantageous.

Responsibilities

• Ensure that all internal processes and workflows are consistently followed.
• Monitor daily operations to identify inefficiencies.
• Manage and synchronise departmental calendars.

Skills

Strong knowledge of administrative systems

Professional communication skills

Highly organised and structured

Diplomatic communication

Tech-confident with Bitrix24

Tools

Google Drive

MS Office

Job description

Job Description

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.

Operations & Process Coordination

• 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.

Administration & Documentation Control

• 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.

Task Monitoring & Reporting

• Monitor staff tasks daily on Bitrix24, ensuring deadlines are realistic and adhered to.
• Flag overdue tasks, follow up diplomatically, and escalation 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.

Meetings, Minutes & Follow‑Ups

• 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.

Scheduling, Calendars & Coordination

• 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 pro‑actively 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.

Staff Support & General Assistance

• 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.

Requirements

• 3–5 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 resilient with shifting priorities.
• Enjoys supporting people and improving day‑to‑day operations.
• Tech‑confident - Bitrix24, Google Drive, MS Office, workspace tools.
• Proactive problem‑solver who identifies gaps early.

Performance Measures (KPIs)

• Accurate and consistent adherence to internal processes.
• Weekly Bitrix24 progress reports delivered on time.
• Minutes issued within 24 hours with >
• 90% follow‑up accuracy.
• Zero stock shortages due to proactive supply management.
• Positive internal staff feedback on response times and assistance.
• 100% of shared drive documentation is organised, accessible, and updated.
• Reliable coordination and scheduling with minimal conflicts or errors.