Office Manager | PKF Cape Town | Stellenbosch Dittohire Stellenbosch, South Africa
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Office Manager | PKF Cape Town | Stellenbosch


Dittohire       |    Location:Stellenbosch, South Africa       |    Country:South Africa

One of the largest mid-tier accounting firms in South Africa is looking for an Office Manager to join their team in their Stellenbosch office!

Requirements: 

  • Matric
  • Qualification in Office Management or similar would be advantageous
  • 2-3 years? experience in similar position
  • MS Office experience
  • Telephone etiquette
  • Friendly, professional, and well spoken

Duties and responsibilities will include, but not be limited to:

Office Management:

  • Ensure all lights, doors, etc., are in working condition and, where required, arrange for repairs.
  • Report any faults to the Inverter and DB Boards of the office to the Landlord.
  • Report any faulty office equipment to suppliers (microwave, fridges, water filters, etc.) Replace it where necessary.
  • Inform the landlord if the aircons needs to be serviced.
  • Ensure office register is kept of keys and remotes issued and follow up to ensure it is received back when employees leave the firm.
  • Arrange new remotes and keys for staff responsible for fault reporting and new purchases.
  • Arrange for fumigation of the office building.
  • Allocating parking bays, speak to owners? partners and management.
  • Parking signage ? inform landlord if signage is not up to date.
  • Ordering of furniture (desks and chairs) where required, and arranging for repairs of broken furniture
  • Main Liaison between firm and landlord relating to building infrastructure, maintenance, fault reporting etc.
  • Ensure that all bathrooms are kept neat and tidy. Any faults must be reported to landlord to resolve.
  • Ensure all office workspaces are kept clean and tidy, and information in meeting rooms is current and relevant.
  • Assist with all renovations
  • Ensure all fire extinguishers are serviced
  • She rep check the list
  • Assisting the Accountant with receipts
  • Manage the cleaner and ensure they clean all facilities (office area, workstations, offices, meeting rooms, reception, all bathrooms, kitchens, all equipment etc.)

Reception:

  • Answer all calls and take messages where required.
  • Receive visitors in reception and direct and guide them where they need to go.
  • Making refreshments for visitors
  • Ensure the reception area is neat and kept tidy
  • Making sure the Front door and safety gate at reception is closed and locked everyday
  • Manage meeting room bookings in outlook on behalf of partners or staff where required
  • Switching on/off on all air conditioning systems in boardrooms and reception area before COB everyday
  • Ordering of stationery and office supplies and ensuring all stock/supplies are packed and neatly presented in the cupboards in the reception area
  • Arrange a car wash on Tuesdays and Wednesdays for the office.
  • Receiving, sending, and distributing documents or parcels delivered by courier companies.
  • Organizing, sorting, and carefully distributing office posts when received.

Finance:

  • Capture and issue invoices and credit notes to clients.
  • Do bank receipts of the Stellenbosch office.
  • Make it look presentable, add to letterhead, signatures, ensure formatting, etc. is correct.
  • Do write-offs if Partner asks.
  • Follow up with debtors on outstanding invoices. Call/email them.
  • Keep all slips of purchases for the office. Summarize all purchases on an Excel sheet and send to the Accountant regularly.

GreatSoft Administration:

  • Load new clients into the system for the Stellenbosch office
  • Assign tasks to clients by request from Managers/Clerks
  • Approve Time sheets for all Stellenbosch staff and inform the CRM Administrator once all time sheets are approved or if there are any issues
  • Draw reports for Partner as they are requested.

Consumables:

  • Send the order of pods to the Office Manager in Bellville. Arrange maintenance where needed.
  • Ordering of bar stock for the kitchen. Ensure it is always full of beverages when needed.
  • Purchasing of all cutlery, tea, coffee, toasters, etc.
  • Ensure water bottles around the office are filled up.
  • Ensure water filters are cleaned regularly,y and if there are any problems, they need to be reported to the supplier.
  • Ensure water coolers are in working condition. Report any faults to the supplier.
  • Ordering hand towels.
  • New business cards
  • Commissioner of Oath Stamps

Marketing:

  • Get the latest templates for PKFSA
  • Arrange Professional staff photos at the beginning of each year
  • Liasson with the Marketing company on any marketing-related things that need to be done.

Events:

  • Internal occasions
  • Birthday, Covid-19, new starts, wedding and engagement, Welcomes (only of STB office)
  • Year-end function, management lunches, CSI, Wonderful day, slipper day, PKF annual, Employee wellness, 3rd year trainees, Teambuilding. Help the Office Manager in Bellville to arrange for the Stellenbosch office.
  • Calendar bookings and mailers to staff (Stellenbosch office)

General:

Drafting of client engagement letters, other client letters, copy to letterheads, adding signatures, proofreading, and ensuring the letters look neat and professional before they are sent to clients.

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Office   Manager   |   PKF   Cape   Town   |   Stellenbosch   Office Stellenbosch, South Africa   Manager Stellenbosch, South Africa   | Stellenbosch, South Africa   PKF Stellenbosch, South Africa   Cape Stellenbosch, South Africa   Town Stellenbosch, South Africa   | Stellenbosch, South Africa   Stellenbosch Stellenbosch, South Africa  

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