Office Manager

  • Full Time
  • Durban, KwaZulu-Natal , South Africa

Betting Entertainment Technologies

The Software Development Team of BET delivers betting solutions on a global basis. BET provides a reliable, stable, scalable, robust, secure and continually evolving high volume transaction systems using processes which are controlled, effective and efficient. BET’s responsibility is to develop, deliver and support applications, in which data is received from or rapidly made available to users of the system/s with as high degree of integrity as possible.

The Office Administrator/Senior Office Administrator/Office Manager above all works to create a safe, well balanced environment which improves team morale, engagement and effectiveness. As the OA/SOA/OM you must take all reasonable steps to ensure the smooth running of our organisation’s office environment. You will act as the point of contact for all employees, providing logistical support, administrative support and managing environmental queries. Main duties include managing facilities, office equipment, staff computers and peripherals, office stock, travel, events and stationary. You will also need to prepare regular reports (e.g. expenses and office budgets if needed) and organizing company/supplier records. The ideal candidate will be competent in prioritizing and working with little supervision. You must be self-motivated and trustworthy.

 

Job Description:

Establish Effective Time Management

  • Ensure that all actions taken are planned, understood, and implemented with maximum positive impact
  • Manage expectations when planned deliverables are unexpectedly impacted, and take steps to still achieve deadlines and keep promises as far as possible
  • Ensure negative impact to the teams being supported are understood, communicated and mitigated as far as possible
  • Ensure you schedule and prioritise your area/task of focus so that your limited time provides maximum value
  • Ensure when you are unable to undertake, achieve or complete a task the relevant stakeholders are informed, and you suggest alternative solutions

Apply Health and Safety Regulations

  • Conduct health and safety audits as required
  • Identify potential hazards, risks and dangers
  • Investigate incidents and follow company procedures
  • Liaise with the relevant experts and teams
  • Make recommendations regarding health and safety
  • Conduct inspections of facilities
  • Ensure cleaning staff are maintaining high standards, communicate to relevant parties and follow up until conclusion
  • Attend required meetings and training as required to fulfil this role.

Communicate Effectively

  • Communicate professionally in verbal, non-verbal and written communication
  • Communicate with the relevant parties, such as team members, clients, suppliers, colleagues, and senior management
  • Demonstrate the ability to speak clearly and concise
  • Be polite, respectful, and always prepared when engaging
  • Provide adequate day-to-day feedback and information to peers (team), and management
  • Ensure that all actions taken are planned, understood, and implemented with maximum positive impact

Manage Facilities

  • Ensure the health and safety standards, and legal requirements are met by the staff, the company and escalate immediately when non-conformance is identified
  • Oversee services providers for functions such as catering, cleaning, waste disposal, security, parking and technology (Lights, Networking, WIFI, TV’s, Aircons, Furniture, etc…)
  • Advise management on measures to improve efficiency and cost-effectiveness of the facility
  • Supervise those teams providing services in the facility as required and appropriate
  • Ensure the facilities are well maintained and conduct planned, proactive maintenance
  • Ensure facilities are compliant with organisational standards and government regulations as needed
  • Plan by forecasting the organisational needs and requirements particularly in terms of capacity
  • Inform management as to future needs and champion proactive management decisions
  • Oversee branding, renovations, alterations, refurbishments and customisations
  • Facilitate and manage office/team member relocations
  • Draft maintenance reports as needed and submit to relevant parties
  • Deal with emergencies appropriately and communicate with stakeholders for decision making

Order, Manage, Maintain and Control Office Equipment

  • Build a relationship with parent company team with special focus on understanding their process
  • Obtain an understanding of equipment needs of the team by engaging with HR, management and team leads
  • Discuss and obtain verbal agreement on what needs to be ordered/recycled/disposed-of
  • Request quotes and obtain official management approval
  • Manage purchase orders and incoming equipment and supplies
  • Verify and sign for incoming material
  • Prevent overstocking and over-ordering but ensure quantities exist in stock so not as to cause delays
  • Identify maintenance cycles for equipment and manage as appropriate
  • In case of damage or failure, identify that equipment which it is cost effective to repair, and manage as appropriate
  • Re-issue/Recycle equipment to team members as required
  • Ensure re-issued equipment is recorded as such to as not penalise the new holder in terms of previous wear and tear
  • Decommission or dispose of assets as needed and in the appropriate manner, keeping stakeholders informed
  • Maintain a record of spend and budget accordingly
  • Report on costs and trends

Define and Maintain an Asset Register

  • Build a relationship with parent company team with special focus on understanding their process
  • Decide on a system for effective record keeping for our team
  • Record (at least) the following – description, unique identifier, date of acquisition, cost, name team member allocated to/or general access, date returned, signature of team member
  • Carry out periodic audits/inventory of assets physically
  • Ensure issued assets are assigned to current team members
  • Receive reports/queries regarding assets
  • Take appropriate steps to manage and report damaged or lost assets
  • Report on assets, their status and usage

Control Office Stock and Stationary

  • Ensure that all team members have all the stock and stationary they need to complete their tasks
  • Develop and implement plans for purchasing equipment and supplies in advance to reduce lag times
  • Keep work flowing without distractions or interruptions e.g. ensure printers etc have paper, toner, maintenance
  • Keep track of inventory and supplies which need restocking
  • Maintain a record of spend and budget accordingly
  • Report on costs and trends

Organise and Facilitate Travel

  • Build a relationship with parent company team with special focus on understanding their process
  • Arrange, manage and coordinate travel needs for team members/3rd parties
  • Research and obtain quotes for flights, ground transportation, accommodation
  • Follow company approved processes for approvals and refactor as required
  • Obtain information regarding flight/travel regulations and required documentation and possible fees
  • Coordinate schedules, and timelines to ensure maximum benefit is derived at the best possible cost
  • Support and be available to team members/3rd parties who are traveling
  • Maintain a record of spend and budget accordingly
  • Report on costs and trends

Organise and Facilitate Events

  • Ensure management has given approval
  • Ensure health and safety practices are being followed at all events
  • Ensure all permits and legal forms (such as indemnity forms) are completed and filed appropriately
  • Create event procedures and practices for team leads or management requiring team building
  • Brainstorm and implement event plans and concepts
  • Anticipate needs of team members, in terms of physical capabilities, religious and cultural needs
  • Handle budgeting and invoicing, and ensure management approvals are all in place
  • Liaise and negotiate with vendors for the best possible outcome
  • Handle logistics to ensure a successful event
  • Pay attention to detail when planning team/company events
  • Ensure the company reputation and brand is maintained and enhanced with events, both to team members and external parties
  • Develop even feedback surveys and dandle post event-reports and communicate

Use Appropriate Tools and Technologies

  • Work with software programs, including spreadsheets, databases, word processors and graphic presentation software
  • Use the internet, social media and other avenues to find the best possible outcomes for the organisation

Other Duties

  • Welcome visitors provide them appropriate refreshments, and direct them to the relevant team members
  • Carry out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations
  • Coordinate and manage appointments, and meeting rooms schedules to prevent duplicate bookings
  • Assist with or create professional looking presentations, manuals, newsletters, website content and marketing material

 

Qualifications/Certifications:

  • Required Qualifications/Certifications:
    • Business Administration
    • Microsoft Office – Word, Excel, PowerPoint (Intermediate to Advanced)
  • Preferred Certifications:
    • Communication/Presentation Skills
    • Betting Training
    • Basic Accounting
    • Event planning
    • Administrative Skills

 

Required Experience and Skills:

  • Minimum 5 years’ experience
  • Establish Effective Time Management
  • Apply Health and Safety Regulations
  • Communicate Effectively
  • Manage Facilities
  • Order, Manage, Maintain and Control Office Equipment
  • Define and Maintain an Asset Register
  • Control Office Stock and Stationary
  • Organise/Facilitate Travel
  • Organise and Facilitate Events
  • Use Appropriate Tools and Technologies

 

Required Attributes and Competences:

  • Good Communication and Time Management Skills
  • High Emotional Intelligence
  • High Performance
  • Strong Business Acumen and Accountability
  • Excellent Problem-Solving Skills
  • Quality Focused and Results Driven
  • Detail Orientated

Please note that only candidate who meet the stipulated minimum requirements will be contacted. 

If you are not contacted within 30 days, please kindly consider your application unsuccessful. Thank you!

 



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