Job title: Group Office Manager – Cape Town

Reporting into: COO

Direct reports:

Reception

Cleaning staff

Third party services: driving, cleaning etc

Primarily interfaces with:

Anyone and everyone, including IT

Agency leadership teams

HR

Key purpose:

An Administrative/Office Manager is also responsible for the supervision and support of the company’s clerical/ administrative staff; this may include general office duties such as correspondence, meeting set up and materials, or other light clerical work.

The Office Manager is responsible organising and coordinating office operations and procedures in order to ensure organisational effectiveness and efficiency. Maintain office equipment. Maintaining Day to day Office Activities. 

Key responsibilities:

• Administrative & secretarial Support to Publicis Groupe SA Executive team
• Boardroom management for Executive meetings – booking, catering & IT support
• Financial & Billing Administrative Support
• Manage travel arrangements for Executive team – flights, car hire & accommodation
• Respond promptly to managers’ queries
• Facilitate internal communication
• Suggest more efficient ways to run the office and troubleshoot malfunctions
• Organise office operations and procedures
• Coordinate with IT department on office equipment
• Manage contract and price negotiations with office vendors, service providers and office lease
• Address employee queries regarding office management issues
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities like parties, celebrations and conferences
• Managing clerical/ admin staff, i.e. Receptionist, Driver and cleaning staff, Security
• Day to day office management including building maintenance and admin
• Meeting room status + booking management
• Groupe office event coordination assistance
• Support each agency with the induction of new staff, including training where applicable
• Management of access tags, parking tags visitors’ parking tickets, parking bays, office keys
• Budgeting, monitoring and ordering of stationery, bar stock, groceries and cleaning products
• Recording of all office expenditure and management against budget along with Groupe financial manager
• Efficient online and paper filing
• Oversight of reception, cleaning and delivery staff/service contracts including ensuring adequate staff levels to cover for absences or peaks in workload
• Health and safety
• Arrange regular testing for electrical equipment and safety devices, ensure internet uptime and speed is adequate

Minimum requirements

• Five to seven years’ within Office Management
• Experience in managing people and suppliers
• Good managerial and interpersonal skills
• Ability to manage resources and multitask
• Proven track record
• Strong planning and organisational ability
• Stakeholder management
• Proficient in Microsoft Office
• Excellent organisational skills
• Excellent verbal and written communication skills
• Great attention to detail
• Friendly but firm, ability to be discreet
• Strong PowerPoint, good Word and Excel skills
• Adept minute-taker

  Personality Profile:

• Dedicated to the quality and accuracy of projects from inception to completion
• Flexible, hardworking and willing to take on ad-hoc tasks and a constantly evolving job spec
• Discreet/ ability to honour confidentiality
• Proactive and professional
• Interpersonal savvy
• Resourceful and uses initiative with minimal supervision
• Comfortable with working alone, or as part of a team
• Emotionally mature with a calm disposition
• Positive, can-do attitude
• Organised and efficient
• Attention to detail
• Deadline orientated and results driven
• Willingness to be challenged
• Able to perform within a high pressured environment

Posted on 30 Apr 16:19