Job description

The overall purpose of the position:

Providing efficient, high quality and specialist office management services to both internal and external clients in a professional, optimally functional and environment-friendly (green) office.

Location: Granger Bay, Cape Town, South Africa

Contract: Permanent

Working Hours: Fixed office hours from 08:00 – 17:00

 Summary of responsibilities:

• Managing the front office, receive visitors, answer incoming calls and tend to general queries (redirect where necessary)
• Maintaining a professional and optimally functional office environment by:
• • Coordinating tasks of the Office Cleaner on a daily basis
  • Managing office consumables such as stationary, kitchen and cleaning supplies, and replenish as required
  • Ensuring compliance with health and safety standards and leading initiatives related to this
  • Leading and coordinating office projects such as renovations, removal of redundant furniture/ equipment, purchase of new furniture/equipment, etc.
  • Overseeing the quarterly Office Spring Clean with the Office Cleaner
  • Assist with ensuring an optimal office layout and assigning/reassigning desk space to employees in conjunction with line management and HR
• Coordinating travel bookings (flights, both local and international, accommodation and car rentals)  in line with the company’s Travel Policy
• Liaising with vendors, contractors and service providers as required to maintain the work environment, including but not limited to:
• • Notifying and liaising with IT service provider as necessary regarding any technical issues with systems, networks or equipment in the office
  • Assisting with facility maintenance and escalating any maintenance requests to the relevant service providers
  • Keeping record of all service provider contracts/agreements and ensuring that the service we receive is in line with those agreements
• Assist with onboarding tasks of new employees (arranging desk space, access to the building, stationery, etc), as well as exit tasks for employees leaving the business
• Coordinating quarterly Office Cleaning Floorwalk with the Office Cleaner and ensure that the standards are adhered to
• Providing general administrative support as required by employees
• Managing the Petty Cash box and expenses related to the Office Management function
• Coordinating and arranging events such as quarterly office social, board meetings and the company end-of-year function; this includes being a member on the Social and Wellness Committee
• Conducting research and implementing initiatives to ensure an efficient,cost-effective and green office environment
• Creating, maintaining and communicating Office Management processes
• Identifying and recommending strategies to improve services, systems and process related to the office environment
• Run errands related to office purchases and collections when required
• Other duties as may be required from time to time

Company Description

Introduction to SOLA:

At SOLA, we believe that Africa’s future relies on affordable, clean and accessible energy. Solar energy – a distributed power source that can run a building, factory, or even an island for 25 years – can pay off in just five years. We drive an inclusive economy in Africa through our clean and reliable energy systems, that create sustainable savings for commercial and industrial properties. SOLA has an established track record of successful projects in South Africa.

Requirements

To be successful in this role, the candidate will:

• At minimum, have a tertiary qualification (preferably in office management, administration, commerce or events management)
• Have at least two years experience in a similar role
• Have driver’s license and their own transport (the incumbent will be required to run occasional errands to purchase goods or collect items for the office)
• Be proficient in booking and coordinating local and international travel
• Be confident in dealing with multiple internal and external stakeholders
• Have a strong ability to take initiative and solve problems
• Have excellent spoken and written communication skills
• Be task oriented and highly organised 
• Have a passion for conserving the environment and an ability to think of new ways to ensure a “green” office
• Be willing to learn and have an interest to become an office manager

Key Performance Indicators

• Quarterly OM checklist score
• Client satisfaction ratings (covers travel, effective vendor management and general admin support)
• Travel bookings accuracy measurement/error rate
• Employee onboarding/offboarding checklist score
• Number of self-identified initiatives/projects

If you are interested to apply for this vacancy, please submit your CV to

and complete the screening questionnaire by clicking here.

Posted on 03 Sep 16:38