Job Description

OFFICE MANAGER
Cape Town: My client, an industry-leading environmental and green-building consultancy is recruiting a dynamic, seasoned Office Manager for its Westlake office. This role offers the chance to work with a high-calibre team and to advance your career within a forward-thinking, people-focused company.
Candidates living within easy commuting distance of Westlake or the Southern Suburbs are encouraged to apply
Candidate Profile and Purpose of the Role
Candidate: The ideal candidate thrives in a fast-paced setting, remains calm and adaptable to last-minute changes, and handles multiple tasks with ease. They bring enthusiasm and a positive, good-natured attitude, value a supportive, family-like workplace, and demonstrate commitment and loyalty.
Purpose: To ensure the smooth day-to-day functioning of the office, HR administration, site logistics, and company travel/vehicle systems.
The Office Manager provides the backbone of operational support, enabling technical teams to focus on project delivery through organisational discipline, proactive problem-solving, and consistent coordination between the office, HR, and site teams.
Key Responsibilities Include but Are Not Limited To
Office Management & Administration

• Oversee daily running of the office environment including facilities, supplies, and workspace organisation
• Manage calendars and schedule meetings
• Ensure all office systems (IT, phones, filing, server access, consumables, security, maintenance and repairs) function reliably
• Coordinate service providers and liaise with external vendors
• Maintain office supplies and conduct monthly stock takes
• Keep the office environment professional, safe, and aligned with company values
• Implement and coordinate HSE in collaboration with outsourced consultants
• Work closely with the office cleaner to maintain cleanliness and ensure the kitchen is fully stocked

HR Administration

• Support recruitment logistics including posting adverts, scheduling interviews, candidate communication, and reference checks
• Facilitate onboarding for all new hires: contracts, induction, system access, and first-day readiness
• Maintain HR records (contracts, leave, training logs) in compliance with BCEA and labour law
• Ensure professional memberships and registrations for team members are current

Site Logistics Support

• Manage and coordinate logistics for field teams including transport, accommodation, equipment, documentation, and PPE
• Assist with deployment logistics for new projects to avoid delays
• Coordinate site access requirements for specialists
• Oversee site vehicles, including maintenance, repairs, and rentals
• Maintain a central log of all site logistics, updated weekly
• Ensure annual medical renewals and book team training such as First Aid and Advanced Driving

Travel & Vehicle Administration

• Manage all company travel bookings including flights, accommodation, and car hire
• Oversee company vehicle scheduling, licensing, insurance claims, and service/maintenance tracking
• Ensure compliance with company policies for travel claims, fuel usage, and vehicle management

Criteria

• Diploma or degree in business administration or equivalent qualification advantageous
• Minimum 3 years' experience in office management and administration, preferably in a small business or SME working directly with a Founder or Director
• Strong organisational, multitasking, attention to detail, and coordination skills
• Proficiency in Microsoft Office, document management, and online booking systems
• Outgoing personality, adaptable to change, and able to multi-task
• Fluency in English (read, speak and write) with a good proficiency of business Afrikaans
• Must reside in or within close proximity to Westlake / Cape Town Southern Suburbs
• Valid driver's licence and own vehicle essential

Skills Required