Office Manager
The Office Manager provides comprehensive administrative support to the sales function, while also taking ownership of broader office operations, facilities, security and events coordination for the building. The role combines traditional sales-support duties with operational management responsibilities, ensuring the office runs efficiently, safely and professionally.
Key Responsibilities
Sales & Administrative Support
Provide administrative and secretarial support to the sales team and sales manager
Manage diaries, schedule meetings, and coordinate appointments for the sales team
Prepare sales reports, quotations, proposals, and correspondence
Process sales orders and invoices, and follow up on outstanding payments
Maintain and update the customer/client database (CRM)
Handle incoming calls, emails, and client enquiries in a professional manner
Coordinate travel arrangements for sales staff as required
Take minutes at sales meetings and distribute action items
Liaise with other departments to ensure smooth order fulfilment
Operational & Administrative Support
Implement and manage administrative systems to improve operational efficiency
Maintain accurate documentation and records to support operational decision-making
Handle confidential and sensitive operational information with discretion
Develop and maintain automated alert systems for key operational deadlines and deliverables
Facilities & Security Management
Oversee facilities management across the building
Manage service providers including cleaning, air-conditioning, plumbing, locksmiths, and security companies
Administer access control systems, facial recognition cameras, and daily security reporting
Lead upgrades to security infrastructure (alarms, beams, electric fencing, maglocks)
Ensure facilities are compliant, safe, and operationally efficient
Office & Team Management
Facilitate training and onboarding for new office staff (where needed)
Streamline workflows and prioritize tasks to enhance team productivity
Create and maintain efficient filing and documentation systems (digital and physical)
Support ad hoc projects and special initiatives as required, focusing on operational improvements
Events & Logistics Support
Organize and coordinate monthly meetings and corporate events
Support hospitality and business requirements for corporate partners and staff
Coordinate logistics for operational needs, including transport and accommodation as required
Qualifications
Matric / Grade 12 certificate
A secretarial, office administration, or business administration diploma/certificate is advantageous
Experience
Minimum 3-5 years' experience in a sales secretary, PA, or office administration role
Prior experience with facilities or office operations management is advantageous
Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and CRM systems
Experience managing security systems (access control, CCTV/facial recognition)
Experience coordinating corporate events or functions
Valid driver's license and own transport