Office Manager (Cape Town)

Pele Energy Group; Sandton; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading energy firm in Sandton seeks an Office Manager to ensure smooth office operations, manage staff, and oversee governance practices. Candidates should have a bachelor's degree and five years of experience in office administration. Responsibilities include diary management, facilities management, and stakeholder engagement. Ideal for someone with strong organizational, leadership, and interpersonal skills, proficient in Microsoft Office. This role offers an opportunity to lead initiatives and support company growth.

Qualifications

• Five years of experience in office administration.
• Knowledge of office management procedures.
• Ability to prioritize tasks efficiently.

Responsibilities

• Ensure the smooth running of the office on a daily basis.
• Manage administrative and support staff.
• Oversee governance and compliance documents.
• Lead and manage relationships with suppliers.
• Organise meetings and maintain Board records.

Skills

Communication, negotiation and relationship-building skills

Proficiency in Microsoft Office programs

Excellent organisational skills

Strong problem-solving skills

Leadership and ability to ‘make things happen’

Adaptability

Ability to work alone or as part of a team

Highly motivated and ability to prioritize efficiently

Initiative

Drive and Action Oriented

Education

Bachelor's degree or equivalent

Job description

The purpose of the role is to ensure the smooth running of the office on a day-to-day basis and manage administrative and support staff and/or contractors. The Office Manager is also responsible for ensuring sound corporate governance practices.

Office Administration

• Diary Management for the Office
• Speaking Engagements: Photos & Profiles

• Key Presentations: Design & Print Support
• Manage and oversee Travel Arrangements and internal policy and procedure
• Manage Stationery: Business Cards & office essentials
• Equipment: Laptops, iPads etc

Facilities Management

• Manage facilities contracts
• Manage office space plan
• Manage queries related to building
• Cleanliness of the office

Office Equipment

• Lead and Manage relationships with all suppliers
• Own & Maintain Register of equipment
• Own & Maintain Contracts Register of equipment
• Record all depreciation & related disposals
• Lead Insurance Claim Processes

Office Essentials & Petty Cash

• Ensure that all monthly essentials are replenished, including stationery, groceries etc.

Document Management

• Ensure that all physical documents are appropriately stored by designing & maintaining a filing system
• Ensure offsite storage for documents with regulatory life requirements
• Ensure that company documents stored electronically are secured through restricted access
• Manage all couriered or physical mail & related suppliers

Governance, IT, Travel and Health and Safety

• Be the H&S responsible person for the office
• Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Keep records of security codes, tags, passwords etc.
• Receive, disseminate & store: receipts, invoices and POPs for all payments
• Review suppliers & related contracts and make recommendations to hire/fire
• Draw up annual budget for Board Approval: Equipment, essentials, petty cash and other

Marketing & Culture

• Ensure that physical branding is in order e.g. office signs
• Plan company events: annual celebrations; birthdays and ad hoc: venue; equipment; food etc.
• Ensure that staff have Pele gear: t-shirts, caps etc

Company Secretariat

• Organise meetings, board meetings, Exco, PRC and IC meetings: printing; facilities; venue & food
• Collate board pack (standardise inputs from accountable parties into single document)
• Attend & Minute all board, Exco, PRC and IC meetings
• Circulate Minutes & Board Resolutions Register within a week of each board meeting
• Maintain Board Resolutions Register
• File Minutes, Board Packs & Board Resolutions Register
• Update and manage all compliance documents as per the Companies Act and related legislation

Ad-Hoc

• Liaise with Management team to ensure that their needs are met

Desired Skills and Qualifications

• A bachelor degree or equivalent.
• Five years of experience in office administration
• Knowledge of office management procedures

• Adaptability
• Communication, negotiation and relationship-building skills
• Proficiency in Microsoft Office programs
• Strong problem-solving skills
• Excellent organisational skills
• Highly motivated and ability to prioritize efficiently
• Ability to work alone or as part of a team
• Enthusiastic and reliable
• Initiative
• Leadership and the ability to ‘make things happen’
• Budgeting skills

Competencies

Leadership Capabilities:

• Participative Leadership
• Planning and Organizing
• Monitoring and Measuring

Cognitive Capabilities:

• Analysis and Attention to detail
• Problem Solving
• Critical thinking

Interpersonal Capabilities:

• Assertive
• Methodical
• Drive and Action Oriented
• Flexibility
• Excellence and Quality Orientation