Office Manager, Cape Town

Purpose of this job

The Office Manager oversees the day-to-day running of the business and the management of staff. The Office Manager is responsible for effective planning, directing, delegating, coordination, staffing, organising and decision making to ensure the smooth running of the business functions and the various roles within the teams/departments. Reports on vital information to the business and overseas key administrative functions for the Business. Reports to General Manager. Number of direct reports - 12

Role and Responsibilities

Staff & Office management

• Manage staff, preparing work schedules and assigning specific duties
• Build a unified team – encouraging and building mutual trust, respect, and cooperation among team members.
• Oversee, monitor, and evaluate staff performance against job descriptions
• Motivate the staff
• Time keeping & Leave approval
• Effective management of workloads
• Staff Training & Skills development [WRSETA]
• Expense Claim approval
• Oversight and approval of Company shopping, stationery, and consumables
• Lead weekly team meeting

Human Resources

• Employee contracts
• Employee files
• Electronic Policy Management per staff member
• Recruitment – interviews, sourcing, declining candidates
• Staff Wellness – Birthdays, Treat days, Flowers and special occasions
• Staff Events – Team Builds and End of Year Functions
• Booking time with HR consultant
• Onboarding and inductions
• Setting up of Probation reviews
• KPI meetings
• Payroll issues
• Salary and Review Letters

Warehouse oversight

• Overseeing the correct management of stock
• Making sure weekly cycle counts are taking place
• Prompt investigation of variances
• Marketing material stock levels
• Marketing material distribution
• Weekly meetings with teams to see what is trending to add to JR order
• Report on the above to FM and GM

Properties and Facilities Management Oversight

• Facilities management for 3 properties
• Tenant liaison and administrator of lease agreements
• Security Guards
• Building maintenance
• Management of service providers
• Management of key holders and keys
• Alarm & code allocation
• Fire Hydrant and Lift Servicing

Company Travel Management Oversight

CRM

• Oversight of CRM staff engagement and reporting on non-compliance
• Ensuring staff response times are within agreed time frame

New Salons

• Assist GM in the management of new hair salon and staff employed within the salon
• Rent-a-chair Stylist Management and contracts

Skills

• Have the capacity to work effectively under pressure, react quickly, and meet tight deadlines, determination, diplomacy and excellent interpersonal skills
• Critical thinking and problem-solving skills
• Planning and organizing
• Decision-making
• Communication skills
• Persuasiveness
• Influencing and leading
• Delegation
• Team work
• Conflict management
• Adaptability
• Stress tolerance

Experience

• Previous experience in managing teams and personnel
• Knowledge of human resource principles and practices

Qualification and Education

• Matric
• Diploma in Business Management
• 5 years previous experience in a similar role
• Valid drivers license and own reliable car