Job Description

One of the largest mid-tier accounting firms in South Africa is looking for an Office Manager to join their team in their Stellenbosch office!
Requirements:

• Matric
• Qualification in Office Management or similar would be advantageous
• 2-3 years' experience in similar position
• MS Office experience
• Telephone etiquette
• Friendly, professional, and well spoken

Duties and responsibilities will include, but not be limited to:
Office Management:

• Ensure all lights, doors, etc., are in working condition and, where required, arrange for repairs.
• Report any faults to the Inverter and DB Boards of the office to the Landlord.
• Report any faulty office equipment to suppliers (microwave, fridges, water filters, etc.) Replace it where necessary.
• Inform the landlord if the aircons needs to be serviced.
• Ensure office register is kept of keys and remotes issued and follow up to ensure it is received back when employees leave the firm.
• Arrange new remotes and keys for staff responsible for fault reporting and new purchases.
• Arrange for fumigation of the office building.
• Allocating parking bays, speak to owners' partners and management.
• Parking signage - inform landlord if signage is not up to date.
• Ordering of furniture (desks and chairs) where required, and arranging for repairs of broken furniture
• Main Liaison between firm and landlord relating to building infrastructure, maintenance, fault reporting etc.
• Ensure that all bathrooms are kept neat and tidy. Any faults must be reported to landlord to resolve.
• Ensure all office workspaces are kept clean and tidy, and information in meeting rooms is current and relevant.
• Assist with all renovations
• Ensure all fire extinguishers are serviced
• She rep check the list
• Assisting the Accountant with receipts
• Manage the cleaner and ensure they clean all facilities (office area, workstations, offices, meeting rooms, reception, all bathrooms, kitchens, all equipment etc.)

Reception:

• Answer all calls and take messages where required.
• Receive visitors in reception and direct and guide them where they need to go.
• Making refreshments for visitors
• Ensure the reception area is neat and kept tidy
• Making sure the Front door and safety gate at reception is closed and locked everyday
• Manage meeting room bookings in outlook on behalf of partners or staff where required
• Switching on/off on all air conditioning systems in boardrooms and reception area before COB everyday
• Ordering of stationery and office supplies and ensuring all stock/supplies are packed and neatly presented in the cupboards in the reception area
• Arrange a car wash on Tuesdays and Wednesdays for the office.
• Receiving, sending, and distributing documents or parcels delivered by courier companies.
• Organizing, sorting, and carefully distributing office posts when received.

Finance:

• Capture and issue invoices and credit notes to clients.
• Do bank receipts of the Stellenbosch office.
• Make it look presentable, add to letterhead, signatures, ensure formatting, etc. is correct.
• Do write-offs if Partner asks.
• Follow up with debtors on outstanding invoices. Call/email them.
• Keep all slips of purchases for the office. Summarize all purchases on an Excel sheet and send to the Accountant regularly.

GreatSoft Administration:

• Load new clients into the system for the Stellenbosch office
• Assign tasks to clients by request from Managers/Clerks
• Approve Time sheets for all Stellenbosch staff and inform the CRM Administrator once all time sheets are approved or if there are any issues
• Draw reports for Partner as they are requested.

Consumables:

• Send the order of pods to the Office Manager in Bellville. Arrange maintenance where needed.
• Ordering of bar stock for the kitchen. Ensure it is always full of beverages when needed.
• Purchasing of all cutlery, tea, coffee, toasters, etc.
• Ensure water bottles around the office are filled up.
• Ensure water filters are cleaned regularly,y and if there are any problems, they need to be reported to the supplier.
• Ensure water coolers are in working condition. Report any faults to the supplier.
• Ordering hand towels.
• New business cards
• Commissioner of Oath Stamps

Marketing:

• Get the latest templates for PKFSA
• Arrange Professional staff photos at the beginning of each year
• Liasson with the Marketing company on any marketing-related things that need to be done.

Events:

• Internal occasions
• Birthday, Covid-19, new starts, wedding and engagement, Welcomes (only of STB office)
• Year-end function, management lunches, CSI, Wonderful day, slipper day, PKF annual, Employee wellness, 3rd year trainees, Teambuilding. Help the Office Manager in Bellville to arrange for the Stellenbosch office.
• Calendar bookings and mailers to staff (Stellenbosch office)

General:
Drafting of client engagement letters, other client letters, copy to letterheads, adding signatures, proofreading, and ensuring the letters look neat and professional before they are sent to clients.

Skills Required