Office Manager

The Office Manager supports the management team and reports to the Senior Manager, Plant Operations. The Office Manager organizes and coordinates administration duties and office procedures, as well as creating and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Responsibilities:

Day-to-day

• Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment

• Oversee the day-to-day activities of the office as the main point of contact in the reception area for visitors, inc. answering the phone, keeping the visitor log book updated, scheduling appointments and keeping management informed of performance with routine and requested reporting

• Answers general emails and postal correspondence with customers and suppliers

• Keep site staff training plan and staff training records regularly updated

• Responsible for the monthly stock check, and ordering all nessescary raw materials for production, ensuiring there are no stock shortages

• Ordering and raising purchase orders with suppliers  

• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food deliveries as needed.

• Liaise with facility management vendors, including cleaning and security services

• Oversee the planned maintenance of machinery and equipment, organising suppliers to be on site for planned servicing.

• Maintains a supplier database, documenting when machinery servicing is due

• Responsible for the dispatch of Customer goods from the site, including dealing with export licenses to ensure correct despatch paperwork and licences are available for shipments

• Manages and documents all staff overtime and expenses at the site

• Organising company events, meetings and lunches as required, as well as booking meeting rooms

• Ensure efficient collaboration and coordination between departments for job completion

• Work under time constraints to meet specific timelines

• Practice good housekeeping at all times to ensure a safe and non-cluttered worksite

• Facilitate and develop departmental procedures which in turn enhance the production and efficiency of the department

• Completes ad-hoc requests from the management team.

People

• Ensuring that the team are working to the company SOP's / LOIs

• To help create and maintain a proactive culture where team members are empowered to deliver the company values of ACHIEVEMENT, INNOVATION, INTEGRITY and ACCOUNTABILITY.

• Participate and drive One Team One Goal iniatives