Office Manager (Fixed Term)
Vista Group | Cape Town | Temporary | apply.workable.com |
This a fixed term contract from June- October 2024
Principal Objectives
To ensure the smooth and effective running of Vista’s South Africa office and the management of administrative activities with a focus on premises, events and travel. The Office Manager will coordinate with the company Head Office in Auckland, as well as other Vista Group offices (London, Amsterdam, Shanghai, Los Angeles, Timisoara, Houston, Sydney) and in particular, with the operations, finance and people & culture teams.
The goal of this role is to ensure that our team delivers a premium service both internally (to our employees) and externally (to our customers & suppliers).
Key Responsibilities
• Oversee the operation of the reception function and manage all incoming calls
• Efficient operation of the premises; addressing issues with the property by effectively communicating with the building management or landlord(s)
• Assist with the preparation/organisation of all meetings
• Ensure timely payment of all supplier invoices and staff expense claims
• Work with the Office Manager based in London to ensure all travel is booked, confirmed and agreed with staff and the travel agent in accordance with company policies; this will include flights, accommodation, and rental cars
• Ensure that travelling staff are provided with insurance details, cash as required, correct visas and paperwork
• Keep up-to-date with worldwide travel alerts and other significant events that may affect the travel, safety and security of our staff while they are abroad
• Ensure that the master travel schedule is maintained in all places for all travel undertaken
• Support the operations, finance, and people & culture teams on an ad-hoc basis
Functional relationships with
Internal:
• Managing Director
• Business Operations Manager, Technical Operations Director, Client Services Director, Finance Manager
• Head Office and Remote Offices
External:
• Existing and potential customers
• Business partners
• Suppliers
Requirements
Skills, Knowledge, Abilities and Personal Attributes:
• Excellent level of spoken and written English
• Highly computer literate
• Excellent Microsoft Office skills, especially Excel, PowerPoint and Word
• Organised and detail orientated
• Strong negotiation skills and persuasive ability
• Proven ability to effectively manage a varied and busy workload and to meet deadlines
• Friendly and positive nature, with proven ability to stay motivated in challenging and time-sensitive situations
• Problem solver and self-starter
• Ability to develop and maintain good professional working relationships with people at all levels across the company and externally
• Friendly, positive personality with excellent written and verbal communication skill
Principal Objectives
To ensure the smooth and effective running of Vista’s South Africa office and the management of administrative activities with a focus on premises, events and travel. The Office Manager will coordinate with the company Head Office in Auckland, as well as other Vista Group offices (London, Amsterdam, Shanghai, Los Angeles, Timisoara, Houston, Sydney) and in particular, with the operations, finance and people & culture teams.
The goal of this role is to ensure that our team delivers a premium service both internally (to our employees) and externally (to our customers & suppliers).
Key Responsibilities
• Oversee the operation of the reception function and manage all incoming calls
• Efficient operation of the premises; addressing issues with the property by effectively communicating with the building management or landlord(s)
• Assist with the preparation/organisation of all meetings
• Ensure timely payment of all supplier invoices and staff expense claims
• Work with the Office Manager based in London to ensure all travel is booked, confirmed and agreed with staff and the travel agent in accordance with company policies; this will include flights, accommodation, and rental cars
• Ensure that travelling staff are provided with insurance details, cash as required, correct visas and paperwork
• Keep up-to-date with worldwide travel alerts and other significant events that may affect the travel, safety and security of our staff while they are abroad
• Ensure that the master travel schedule is maintained in all places for all travel undertaken
• Support the operations, finance, and people & culture teams on an ad-hoc basis
Functional relationships with
Internal:
• Managing Director
• Business Operations Manager, Technical Operations Director, Client Services Director, Finance Manager
• Head Office and Remote Offices
External:
• Existing and potential customers
• Business partners
• Suppliers
Requirements
Skills, Knowledge, Abilities and Personal Attributes:
• Excellent level of spoken and written English
• Highly computer literate
• Excellent Microsoft Office skills, especially Excel, PowerPoint and Word
• Organised and detail orientated
• Strong negotiation skills and persuasive ability
• Proven ability to effectively manage a varied and busy workload and to meet deadlines
• Friendly and positive nature, with proven ability to stay motivated in challenging and time-sensitive situations
• Problem solver and self-starter
• Ability to develop and maintain good professional working relationships with people at all levels across the company and externally
• Friendly, positive personality with excellent written and verbal communication skill
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