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Office Administrator
2 months ago
We are seeking a highly organized and detail-oriented Office Manager to join our team at STAFF X. As an Office Manager, you will play a crucial role in ensuring the smooth day-to-day operations of our office, providing administrative support to our team, and maintaining a productive and efficient work environment.
Key Responsibilities:
- Oversee the daily operations of the office, ensuring a productive and efficient work environment.
- Provide administrative support to the team, including coordinating activities, managing inventory, and ordering office supplies.
- Coordinate with vendors for office maintenance and repairs.
- Answer phone calls, respond to emails, and address client concerns professionally.
- Facilitate communication between clients and the engineering/design teams.
- Manage client expectations regarding project deadlines and document requests.
- Assist directors with their daily tasks and special projects.
- Handle document control, filing, and preparation of important documents.
- Organize and schedule meetings, appointments, and travel arrangements for staff.
- Monitor and follow up with debtors to ensure timely payments and reduce overdue accounts.
- Assist in budget management and work towards achieving profitable outcomes for the business.
- Engage in marketing activities, including maintaining a LinkedIn presence.
- Coordinate with the marketing team for advertisements and promotional activities.
- Assist in creating and distributing marketing materials.
- Understand company processes and development procedures to effectively handle customer disputes.
- Provide excellent customer service to clients, ensuring their satisfaction and retention.
- Identify and implement office process improvements to enhance efficiency.
- Develop and maintain office policies and procedures.
- Assist in onboarding new employees and maintaining personnel records.
- Support HR in organizing team-building activities and company events.
- Liaise with IT support to ensure smooth functioning of office technology and systems.
- Assist staff with basic IT issues and coordinate external IT support when necessary.
- Ensure compliance with health and safety regulations within the office.
- Maintain records of compliance and conduct regular safety audits.
Key Requirements:
- Bachelor's degree in business administration, management, or a related field (preferred).
- Proven experience in office management or a similar administrative role.
- Strong organisational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and office management software.
- Basic understanding of financial and accounting principles.
- Experience in marketing and social media management (a plus).
- Ability to handle confidential information with discretion.
- Experience in an engineering consultancy or related construction industry.
- Familiarity with project management tools and software.
- Experience in coordinating between multiple departments and managing cross-functional teams.
- Background in managing client relationships and service contracts.
- Proven ability to improve office processes and implement efficiency measures.
- Experience in event planning, marketing, and coordination.
- Knowledge of HR best practices and employee onboarding processes.
- Understanding of IT systems and troubleshooting basic technical issues.
