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Office Manager

Role/Vacancy

Office Manager

Location

Cape Town (Head Office)

Employment type

Full-time

Work Policy

On-site

Who is GENFIN?

GENFIN is a proudly South African business that enables and supports businesses with flexible funding solutions, allowing them to unlock growth for sustainable success. We understand the needs of businesses and that access to affordable finance is critical for the growth, sustainability, and operation of any business.

We are backed by the GENFIN Holdings Group, an investment company specializing in SME and consumer lending in South Africa and the United Kingdom. Other strategic funding partners include RMBSanlam InvestmentsAshburton Investments and STANLIB. Click here to read more about us

Position Overview

To oversee the general administrative functions and any events or activities in the office. To create and maintain a professional and pleasant work environment, ensuring high levels of organisational effectiveness, communication, key-record keeping and coordination amongst departments. To support Executive members by providing high-level administrative support, facilitating their ability to focus on strategic initiatives and critical decision-making.

Assistance to CEO and Exco members

  • General administrative functions: Managing daily office operations, including handling correspondence, filing, and record-keeping to ensure efficient office function.
  • Calendar management: Maintain and update the diaries of Exco members by scheduling appointments, meetings, and other events to avoid conflicts and ensure optimal time management.
  • Travel Arrangements: Organise travel plans, including booking flights, accommodation, and transportation. Prepare detailed travel itineraries, ensuring all necessary information is included.
  • Assist in arranging on-site and offsite events: Ensure smooth logistic coordination for all events. Provide on-site support during events to ensure everything runs smoothly.

Procurement

  • Consumable orders (weekly, monthly)
  • Ad-hoc equipment required for the office (excludes IT equipment)
  • Manage office related suppliers.
  • Stationery orders

General Office Duties

  • Managing the cleaning staff member(s) – duties and ad-hoc duties
  • Ensuring that the kitchen operates as required (e.g., dishwasher, coffee machine)
  • Closing procedures of the office (doors windows locked, aircons switched off)
  • Managing General Spiceworks tickets (electrical, plumbing, printer, telephone, and IT issues)
  • Facilitate board meetings or external meetings (refreshments and equipment required)
  • Manage the relationship with stakeholders including but not limited to the landlord (e.g., reporting any issues, requesting parking etc.), vending machine supplier, florist, and all food and beverage vendors.

Calendar and meeting room duties

  • Board Room and Meeting Rooms:
    • Manage Boardrooms and all Executive Meetings, ensuring availability and managing bookings.
    • Ensure that the boardroom is always clean and tidy.

Social committee assistance

  • Assist the social committee as and when required to arrange functions and refreshments.

HR assistance

  • Assist HR with stipulated onboarding and offboarding tasks.
  • Ensure all new hires desks are set up on their first day with a welcome pack and all necessary onboarding coordination has been arranged.

Monitoring of packages/storeroom

  • Arrange courier deliveries on request and maintain appropriate records.
  • Ensure prompt collection of packages and deliveries from reception.

Monitoring the reception area

  • To open and close the front door for visitors.
  • Welcome and greet visitors/clients with a positive demeanour, ensuring a professional and amiable initial encounter.
  • Maintaining vigilance over the reception area to ensure its cleanliness and tidiness.
  • Assisting and ensuring visitors are offered refreshments.
  • Maintaining constant vigilance and attendance in the reception area.

Health and Safety

  • Daily & weekly:
    • Regular building walk through to check for any repair items required.
    • Weekly fire equipment checks to ensure that it is in order.
  • Monthly:
    • Perform monthly first aid box checklist.
    • Perform monthly first aid machine checks.
    • Perform monthly SHE checks in the building.
    • Perform H&S orientations for all new starters.
    • Log all SHE checks to Building Maintenance.
    • Update roll call sheets.
  • Quarterly:
    • Confirm evacuation signage in 4 sectors still valid.
  • Annual:
    • Perform annual fire prevention check.
  • Ad hoc:
    • Ensure Building Maintenance fixes all items identified within 30 days.

 

Technical/Business Competence

  • To effectively run errands, it’s necessary to have own vehicle and a valid driver’s license.
  • Professional representation of the company as a first point of contact.
  • Strong administrative skills.
  • Strong project management – planning, organisational & time management.
  • Strong multi-skilling abilities.
  • Excellent written and verbal communication and interpersonal skills.
  • Problem solving.

Behavioural Competence

  • Adapting and Responding to Change
  • Delivering Results and Meeting Customer Expectations
  • Following Instructions and Procedures
  • Planning and Organising
  • 5+ years working experience as an Office Manager and/or Executive Assistant
  • Certificate in administration or any other relevant qualification.
  • Health and Safety certifications will be advantageous.

Interested in this position? Submit your details and resume