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Office Manager(Any)

Candidate: 39131
Available: Available
Location: Ekurhuleni (East Rand)
Gender: Female
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Office Manager
R25000- R35000
Immediate
Black
34
39131
Diploma
Marketing
National Diploma in Marketing:Marketing 3, Quantitative Techniques 2, Accounting for Marketers, Merc. Law, Sales Consumer Behaviour, Communication 2.
Grade 12:English, Maths, Accounting, Business Economics, Economics, Zulu.
MS Word, Microsoft, E-Mail, Internet, Windows (basic), MS Excel, MS Explorer, MS Outlook, MS PowerPoint
Information Technology and Services: Office Manager From 2020-07 To 2020-11
Duties
  • Diary management and management of meeting rooms
  • Handling event coordination, both internally and externally
  • Handling queries and complaints via phone, email, and general correspondence
  • Greeting all visitors
  • Transferring calls as necessary
  • Managing office supplies such as stationery, equipment, and furniture
  • Monitoring office expenses and costs
  • Control and reconciliation of petty cash
  • Organizing repairs and upgrades
  • Following through on maintenance agreements and contracts
  • Ensuring payment of supplier Invoice
  • Ordering and maintaining office and grocery supplies
  • Ordering business cards for SSA
  • Researching vendors for pricing and delivery options
  • Performing ad-hoc administration duties
  • Maintaining office services as required (such as cleaners and maintenance companies)
  • Receiving and dispatching deliveries
  • Assisting with mail as required
  • Taking and ensuring messages are passed to the appropriate staff member on a timely basis
  • Assisting the HR team with recruitment, on-boarding, and termination processes
  • Cold CallingUpdating on Bluewave and monitoring L2B for prospects
  • Monitoring and updating cards on trello
  • Covid-19 temperature screening for both employees and guests.
  • First Aid responder team leader

 

Payroll/HR and Finance

  • Gathering and examining timesheets to ensure their validity.
  • Entering start and end times onto the payroll software.
  • Capturing invoices on pastel sage
  • Capturing, approved annual and sick leave.
  • Ensuring that compensation for overtime work is calculated at the appropriate rate, and that annual leave is
  • calculated accordingly, if applicable.
  • Confirming that legally mandated and optional deductions have been processed correctly.
  • Creating and updating invoices and purchase orders on sage
  • Preparing and distributing hard copy or electronic pay checks.
  • Performing all tasks well before the pay run to ensure that staff members are compensated and notified on time.
  • Addressing queries about payroll-related issues.
  • Working to resolve discrepancies in payments as a matter of urgency
  • PA/Executive assistant
  • Acting as the point of contact between the executives and internal or external colleagues
  • Organising meetings and booking meeting rooms
  • Handling correspondence directed to managers
  • Making travel arrangements and detailed travel itineraries
  • Taking dictation and minutes and writing them up subsequently
  • Producing reports and presentations
  • Maintaining the current filing and database system, and looking for ways to improve current systems

Retail - Wholesale: Receptionist From 2017-05 To 2017-06
Duties
  • Greet and welcome guests as soon as they arrive at the office
  • Direct visitors to the appropriate person and office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and
  • brochures)
  • Provide basic and accurate information in-person and via phone/email
  • Receive, sort and distribute daily mail/deliveries
  • Maintain office security by following safety procedures and controlling access via the reception desk
  • Order front office supplies and keep inventory of stock
  • Update calendars and schedule meetings
  • Arrange travel and accommodations, and prepare vouchers
  • Keep updated records of office expenses and costs
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Consultancy and Construction: Office Coordinator From 2017-07 To 2019-12
Duties

General Responsibilities

  • To take and relay messages from vendors
  • To assist with and resolve all FM enquiries via phone or in person
  • Ensure consistent standards are maintained throughout the office environment
  • Welcome visitors and log onto Condeco system within the guidelines of Invesco Global Security Policy
  • Sort and distribute mail, courier deliveries and ensure outgoing services are arranged as required
  • Build and maintain good client relations Jemstep by Invesco employees
  • To manage booking of on-site meeting rooms, arrange and provide hospitality service and fulfil any associated
  • catering requests.
  • To arrange any travel bookings that may arise


Facilities Management

  • To support Health, Safety and Environmental requirements including reporting on Invesco SharePoint and Mace
  • Yellow Jacket
  • Manage FM24 helpdesk jobs through to completion within SLA
  • Building inspections, checklists, and audits
  • Support FC with access control and CCTV requirements
  • Oversee vendors in absence or in conjunction with Facilities Co-ordinator
  • Undertake DSE training and assessments
  • Stationery ordering and maintain of supplies throughout site
  • Support office printing requests and ensure MFD’s are fully stocked, issues addressed and escalated to the correct
  • party as high priority
  • To resolve any problems or complaints. To aim to handle all queries within the bounds of own knowledge and
  • experience but equally taking appropriate decisions about when to escalate issues upwards to the Facilities
  • coordinator or Regional Manager
  • Manage Tea point provision and consumables

 

Receptionist/Administration

  • Finance Admin. Raise Purchase orders on Macro Proactis system and receipt invoices. Working with Macro AP
  • to resolve any queries
  • Maintain Macro contract register
  • Manage retrieval and archiving of documents if required
  • To understand site operations Manual, review and update as required
  • Ensure that the document library is reviewed and updated in Prism
  • Representing the business with a positive attitude and professional appearance Meeting and assisting clients at
  • reception.
  • Taking, screening and directing calls through Skype for Business
  • Keeping reception and boardrooms presentable at all times
  • Signing in visitors and supplying required access cards
  • Managing meetings and training center bookings on Condeco
  • Arranging catering requirements for meetings and daily office use
  • Coordinating functions and social gatherings maintaining of office equipment and furniture
  • Monitoring office expenses and costs
  • Control and reconciliation of petty cash
  • Organising repairs and upgrades
  • Following through on maintenance agreements and contracts
  • Ensuring payment of supplier Invoice
  • Ordering and maintaining office and grocery supplies
  • Ordering business cards for SSA
  • Researching vendors for pricing and delivery options
  • Liaising with ICT specialist in the UK to resolve IT related problems
  • Managing Office Parking Bays
  • Managing & training of Cleaning Assistant
  • Assisting with accommodation bookings
  • Maintaining of Monthly Anniversary and Birthday list
  • (Designing and sending out the necessary number of
  • Anniversary and Birthday cards)
  • Opening and closing the office independently every day

 

Project Assistant

  • Work collaboratively with the project manager and team to maximize productivity
  • Collaborate with the whole project team, contributing to the entire project lifecycle
  • Organize and monitor schedules and see that deadlines are met
  • Coordinate efforts within the team and with outside consultants efficiently
  • Report updates in written form to management
  • Type weekly project minutes
  • Organize and maintain dairy and schedule meetings when required
  • Help discern requirements and assign tasks to team members
  • Complete any necessary administrative tasks, such as research and email
  • Demonstrate commitment to clients’ needs and confidentiality continuously

Building - Construction: Help Desk Support /Office Administrator From 2015-06 To 2017-02
Duties
  • Receive documents from contractors
  • Analyse and assess the documents to determine CIDB requirements
  • Assess the basic documents to ensure compliance, payments, and any other relevant compliance e.g. electrical for all Grade 1 applications.
  • Perform pre-assessments of all relevant documents for all Grade 2-9 applications.
  • Ensure that all files received meet compliance requirements
  • File all new applications.
  • Submit file to the consultant that will create the spreadsheet for the day.
  • Compile the spreadsheet, Submit to the Administration Department.
  • Receive written acknowledgement from Administration Department with regard to the documents received.
  • Perform follow ups to ensure that 21-day turnaround time is met
  • Alert the processing department when turnaround deadline is almost up
  • Alert the contractors when necessary.
  • Address any queries from the contractors with regard to application status updates
  • Inform contractor of 48-hour deadline once 21 working day turnaround has been reached.
  • Action any queries when necessary
  • Process credit card or debit card payments
  • Ensure that all payments are captured on the daily spreadsheet
  • Submit spreadsheet and payment copy to Finance
  • Address any non-compliance document issues and liaise with contractor to resolve non compliance
  • Perform presentations to contractors to supply information on registration requirements of CIDB.
  • Perform pre-verification of applications before approval.    

Law Practice: Personal Assistant/ Receptionist From 2010-07 To 2015-05
Duties
  • Research on Legal issues and making an opinion on legal issues
  • Instructed to work on.
  • Managing the attorney’s diary pre-trial conferences and trial date
  • Arranging and visiting appointments with clients
  • Visiting appointment with the attorney for pre-trial conferences and trial dates.
  • Booking rooms and conference facilities.
  • Devising and maintaining office system.
  • Using contact management systems to maintain internal database.
  • Attending meetings, taking minutes.
  • Managing and maintain budget, as well as invoicing.
  • Liaising with other departments and with external contacts,
  • Ordering and maintaining stationery and equipment.
  • Sorting and distributing incoming post and organizing and sending  outgoing post.
  • Liaising with colleagues and external contents such as to travel and accommodation.
  • Organizing and storing paperwork, documents and computer based information.
Ekurhuleni (East Rand)
Kempton Park
Zulu
English,Xhosa,Zulu
Yes
Ekurhuleni (East Rand),Johannesburg (Incl. Northern Suburbs),Tshwane (Pretoria)
Single
Available
Yes
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