Office / Admin Manager

SUMMARY:
TOP VACANCY ALERT

Our client is seeking to employ a seasoned professional with a knack for organizing, a keen eye for detail, a mature, flexible, and highly efficient Office / Admin Manager to join their dynamic team.

This role is Port Elizabeth based.

6-8 years relevant experience. secures.

24 months contract (with a 3-month probation period)

POSITION INFO:
Requirements: :

• 6-8 years relevant experience.
• Project, manufacturing and/or solid technical background.
• Proven experience in administrative and secretarial roles.
• Excellent attention to detail.
• Delivering work to the highest standards of quality.
• Excellent communication skills (both verbal and written).
• Proficiency in filing, document control, and systems thinking.
• Honesty, integrity and working with confidential information is a must.
• Computer Literacy: Advanced proficiency in MS Office Suite. Any other relevant software
• programmes will be considered advantageous.

• Personal Assistance to the Senior Management members:
  • Manage diaries and meeting schedules.
  • Attend to travel and accommodation arrangements, and ensure itineraries are available on time.
  • Compose, type, edit and distribute presentations and any other communication to the organisation.
  • Attend to ad hoc tasks as allocated by the CEO.

• • Perform office administration duties for the PE senior team.
  • Establish and maintain secretarial practices to ensure reliable and accurate data essential for business operations.

• • Perform general communications for the organisation (taking calls, messages and departmental liaison).

• • Respond to queries, and interface with internal, as well as external stakeholders.
  • Liaising with suppliers, clients and other staff.
  • Communicate with stakeholders, suppliers, clients, and staff, thereby professionally representing the company.

• • Attend and divide time effectively between managers to support their meeting needs.
  • Arrange internal forums and ensure effective communication channels are followed.
  • Attend meetings and forums as required, taking minutes, arranging refreshments and venues, and inviting attendees.
  • Compile, collate, distribute, and ensure the quality of minutes.

• • Coordinate international and local travel arrangements for senior team members.

• • Provide support with credit card management.
  • Perform basic cost control duties.
  • Record keeping.
  • Ordering supplies.
  • Manage office vendors and contracts.

• • Maintain and improve office systems, including filing, data management, etc.
  • Organize, maintain and archive electronic and paper files.
  • Create and manage document management control systems.
  • Scrutinize documents and utilize tools such as "ChatGPT" to review procedures, clean up, revise, and update documents.