JOB DESCRIPTION – Office Manager
The Office of the CEO has an opening for an Office Manager to join their team.
The successful incumbent will be responsible for, but not limited to, the following deliverables:
Executive Management
• Management of Executive diaries and scheduling of meetings
• Management of senior executive’s personal needs including purchasing, catering, appointments, gift purchases, travel, and other administrative tasks.
Admin
• All administrative tasks for the Office of the CEO
• Dealing with correspondence, complaints, and queries at all levels including senior executive and ministerial levels
• Preparing letters, presentations, and reports
• Ad hoc support to Director team
Procurement & Finance
• Procurement of marketing material and corporate gifts according to internal procurement policy
• Negotiation of pricing to ensure costs are kept to a minimum
• Management of stock
• Personal purchasing and expense reconciling for Executive Management Drivers
• Allocation of tasks and duties to company drivers
• Manage schedule and whereabouts of drivers and company vehicles
• Performance Management of company drivers
• Management of company vehicles in terms of maintenance, upkeep, tracking, etc.
Reception
• Performance management of Reception
• Ensure Reception has class schedules and event information timeously Student Accommodation
• Management of the International student accommodation including rental payments, inspections, etc.
• Negotiation of accommodation pricing
• Management of International student medical aids
Travel
• Book flights, car hire, accommodation for local and international travel for management and facilitators
• Visa applications
• Arrange transport to and from airport for all travelers
IT
• Escalation of IT issues
• Setting up of Zoom/MS Teams meetings for Executive Management
Reg Café
• Liaising with Reg Café Management to ensure smooth running
• Reconciling of Reg Café accounts monthly and debt collection
• Assist with approval of menus for events and other functions
Facilities
• Liaising with Facilities Manager to ensure effective management of office and campus
• Liaising with Building Manager to ensure service levels are met
• Ensuring bathrooms are cleaning and maintained effectively
• Liaising with Facilities Manager to ensure setup for classes and events is done effectively
• Working with Facilities and HR to ensure COVID regulations are adhered to
• Working with Facilities and HR to ensure H&S regulations are adhered to
Applicant must have the following:
Skills
• At least 5 years’ experience in a similar role
• Own driver’s license and own transport required
• Available after hours, on public holidays and on-weekends to service the executives and meet organisational requirements
• Preferably lives within close proximity to the office
• Own driver’s license and own transport required
• Trustworthy
• Excellent interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Negotiation skills
• Strong decision-making skills
• Effective verbal and written communication skills at a senior executive and ministerial level
• Attention to detail with extremely high level of accuracy
• Time management skills
• Conflict management skills
• Execution with a sense of urgency
Key Qualities
• Must be extremely organized and methodical
• Must be hardworking and reliable
• Must be able to work well under pressure and meet strict deadlines
• Must be able to handle stress well
• Must be able to multi-task
Applications close on the 30th of June 2021, COB.
If you are interested in applying for the vacancy, or would like to know more about it, kindly forward your
resume to deanneg@regenesys.net with reference to the position title.
Should you not hear from us by close of business on the 9th of July 2021 please consider your application
as unsuccessful.
