Office Manager at HEITSA

About the position

Introduction

We are seeking a proactive and organised Office Manager to join our team at HEITSA.
HEITSA is a Nonprofit Company serving the higher education community. As a small organisation, staff members contribute to multiple roles and deliverables. The Office Manager plays a critical role in supporting the operational efficiency of the organisation by coordinating internal and external activities, managing administration and logistics, and supporting financial and marketing functions. The role also requires proactive engagement with stakeholders across the higher education sector.

The Office Manager will report directly to the CEO.

If you're a self-starter who thrives on juggling multiple tasks and making an impact in a small team, we'd love to hear from you.

Minimum Requirements

Qualifications & Experience:

• 3+ years of experience in a secretarial or administrative environment
• Grade 12
• Proficient in Microsoft Office Suite (Word, Excel, Teams) and email/internet platforms
• Proficient in Xero accounting software
• Experience in filing, office procedures, managing records, and administrative processes
• Strong written and verbal communication skills in English
• Excellent organisational skills, accuracy, and attention to detail
• Ability to work independently and as part of a team
• Discretion in handling confidential and sensitive information
• Advantageous: Administrative certificate or diploma (NQF level 6)

Roles & Responsibilities

Administrative Support:

• Develop and execute an annual administrative plan
• Monitor and manage incoming calls and organisational inboxes (e.g. [Email Address Removed])
• File documentation in line with the approved file plan
• Source quotations, prepare purchase orders, and manage procurement records
• Ensure operational readiness of equipment through preventive maintenance, repairs, and inventory management
• Arrange travel and accommodation for staff and guests
• Develop and maintain operational templates according to HEITSA guidelines
• Ensure compliance with data protection and privacy regulations (e.g. POPIA)

Financial Support:

• Ensure all documentation required for monthly management accounts is prepared and provided to external accountants
• Prepare and issue invoices and manage collections of outstanding debt
• Process payment requests for creditors
• Ensure audit documentation is prepared and submitted for annual external audits
• Provide input into the development of the annual budget
• Maintain an accurate supplier database

Coordination:

• Schedule meetings and ensure attendance of key role players
• Attend meetings and prepare draft agendas, minutes and notes
• Attend events and arrange logistical requirements for meetings and events, such as booking venues, arranging catering, etc
• Manage calendars and arrange appointments

Marketing and Public Relations:

• Manage general enquiries from participating institutions and other external parties
• Prepare annual communications catalogues for review by the CEO and execute the plan
• Draft communication content for review by the CEO
• Maintain positive relationships with key stakeholders across the higher education sector

Ad hoc:

• Perform other duties and tasks as assigned by the line manager to support the overall functioning of the organisation

Other Competencies

• A proactive and flexible team player who enjoys problem-solving and managing multiple priorities
• Excellent interpersonal skills, able to engage with stakeholders across all levels
• A passion for contributing to the higher education sector

Desired Skills:

• Office Management
• Managing Meetings
• Filing System
• Administrative management
• Processing expenses
• Administrative Support
• Diary management
• Support Administration
• Office Duties
• Office Administration
• Travel Arrangements

Desired Work Experience:

• 2 to 5 years

About The Employer:

HEITSA is a Nonprofit Company serving the higher education community. As a small organisation, staff members contribute to multiple roles and deliverables. The Office Manager plays a critical role in supporting the operational efficiency of the organisation by coordinating internal and external activities, managing administration and logistics, and supporting financial and marketing functions. The role also requires proactive engagement with stakeholders across the higher education sector.