About the position
A company seeking a highly organized, proactive, and professional Office Manager & Executive PA to join our team.
Key Responsibilities
Office Management
- Manage office stock, including inventory, stationery, and employee starter packs.
- Oversee consumables (lunch, tea, coffee, crockery, cutlery) to ensure consistent availability.
- Maintain organized filing systems and company records.
- Coordinate schedules, arrange internal meetings, and manage office calendars.
- Take a proactive approach to office needs-sourcing quotes, conducting stocktakes, and implementing improvements.
- Supervise cleaning staff and ensure the office remains clean, tidy, and well-presented.
- Answer and direct office calls and messages when required.
- Coordinate annual office maintenance tasks (e.g., carpet cleaning, air conditioning services).
- Executive Support
- Provide personal assistant support to the executive team, including errands and administrative tasks.
- Manage executive schedules, meeting coordination, and travel arrangements.
Ensure company vehicles are maintained, clean, and operational at all times.
Onboarding
- Welcome new employees and visitors, ensuring a professional and warm experience.
- Manage onboarding/offboarding documentation and processes.
- Coordinate with IT for new starter equipment and software setup.
Maintain and update inventory records in collaboration with Finance.
Equipment Maintenance
- Ensure all office appliances and amenities are cleaned daily and serviced regularly.
- Conduct regular audits of equipment, crockery, and cutlery.
Ensure coffee machines, printers, and other key equipment are maintained and operational at all times.
Office Cleaning & Hygiene
- Oversee cleaning staff performance and ensure coverage during absences.
- Maintain cleanliness of high-traffic areas, coffee stations, and pause areas.
- Ensure daily desk cleaning, regular vacuuming, and scheduled window cleaning.
- Manage dishwasher operations and maintain proper hygiene standards for crockery and cutlery.
- Maintain stock of detergents and other office essentials.
- Manage daily tidiness of couches, cushions, and communal spaces.
Ensure dishes are cleared promptly and the fridge is cleaned weekly.
Events & Travel Coordination
- Welcome and host visitors, offering refreshments and a professional experience.
- Organize and coordinate Friday office drinks and other regular company events.
- Arrange logistics for meetings, conferences, trips, and events-including travel bookings and detailed itineraries.
- Compile event and meeting contact information and documentation.
- Coordinate company functions such as year-end events, birthdays, farewells, and office renovations.
Qualities and skills, we require
The role is open to any candidate that fulfills the criteria below:
Education: National Senior Certificate or equivalent.
Experience: Proven track record as an Office Manager, Executive Assistant, or similar administrative role.
Valid driver's license required.
Excellent organizational and multitasking abilities.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite.
Ability to work both independently and collaboratively.
Exceptional attention to detail and problem-solving skills.
Experience in event coordination and travel management advantageous
DRIVERS LICENSE.
Desired Skills:
- personal assistant
- office manager
- executive support
- onboarding
- Travel Arrangements
- Office Management
- office support
- office equipment
- errands
Desired Qualification Level:
