Office Manager

Red Ember Recruitment (PTY) Ltd

Job Location:

Midrand - South Africa

Monthly Salary: Not Disclosed

Experience Required: 5years

Posted on: 8 hours ago

Vacancies: 1 Vacancy

Job Summary

Red Ember Recruitment is seeking to appoint an Office Manager for our client based in Midrand. The Office Manager ensures the heartbeat of the agency its people systems workflows and environment runs smoothly every day. This role provides operational administrative and coordination support across Digital Operations Creative Operations HR Finance and Leadership. It is a hands-on detail-driven position ideal for someone who thrives in a fast-paced creative environment and takes pride in making systems people and processes work seamlessly behind the scenes.

Operations & Process Coordination

Ensure that all internal processes SOPs approvals and workflows are consistently followed across departments.
Monitor daily operations to identify inefficiencies and recommend process improvements.
Maintain updated SOPs workflows and checklists and ensure staff have access to the correct versions.
Ensure all company policies and procedures are properly implemented and understood.
Support onboarding of new staff including desk setup access permissions documentation and welcome coordination.

Administration & Documentation Control

Maintain organised documentation and folder structures on Google Drive with proper version control and naming conventions.
Create and update internal templates such as briefs reports agendas contract templates and presentation decks.
Ensure departmental folders (Operations Creative HR Finance) remain accurate updated and tidy.
Manage internal administration including forms leave tracking notices communications and reminders.
Archive outdated materials routinely.

Task Monitoring & Reporting

Monitor staff tasks daily on Bitrix24 ensuring deadlines are realistic and adhered to.
Flag overdue tasks follow up diplomatically and escalate ongoing concerns.
Maintain visibility on workload distribution to anticipate bottlenecks.
Compile weekly operational status reports for management covering completed tasks pending items risks and blockers.

Meetings Minutes & Follow-Ups

Attend weekly Creative Operations and Leadership meetings.
Take accurate minutes with action items responsible owners and deadlines.
Circulate minutes within 24 hours.
Maintain a centralised Action Tracker for leadership and enforce follow-up cycles.

Scheduling Calendars & Coordination

Manage and synchronise departmental calendars to avoid scheduling conflicts and ensure smooth operational flow.
Schedule internal and external meetings performance reviews PIPs PDPs and check-ins.
Ensure meeting rooms Zoom links and reminders are properly arranged.
Coordinate internal culture events such as birthdays celebrations and staff milestones.
Office Operations & Supplies.
Maintain adequate stock of office consumables including stationery printer ink refreshments and cleaning supplies.
Track usage and pro actively reorder to avoid shortages.
Maintain petty cash or a supplier spend tracker for consumables.
Coordinate repairs and service calls for printers Wi-Fi electrical faults plumbing and general maintenance.
Ensure the office environment is tidy functional and welcoming for staff and visitors.

Staff Support & General Assistance

Serve as the first line of support for staff queries related to admin leave forms equipment or internal processes.
Provide calm professional assistance during high-pressure periods to support productivity and morale.
Assist the Managing Director and senior managers with diary management reminders document preparation and travel bookings.
Support internal communications through memos announcements and operational updates.

Requirements

35 years experience as an Office Manager Operations Assistant PA or similar role.
Agency creative or marketing environment experience preferred.
Strong knowledge of administrative systems documentation management and office coordination.
Professional communication skills (written and verbal).
Exposure to HR or Finance administration is advantageous.
Highly organised structured and methodical.
Assertive yet approachable; strong diplomatic communication.
Emotionally intelligent; calm under pressure.
Strong process-orientation; follows systems and improves them.
Flexible and resilient with shifting priorities.
Enjoys supporting people and improving day-to-day operations.
Tech-confident - Bitrix24 Google Drive MS Office workspace tools.
Proactive problem-solver who identifies gaps early.

Performance Measures (KPIs)

Accurate and consistent adherence to internal processes.
Weekly Bitrix24 progress reports delivered on time.
Minutes issued within 24 hours with >90% follow-up accuracy.
Zero stock shortages due to proactive supply management.
Positive internal staff feedback on response times and assistance.
100% of shared drive documentation is organised accessible and updated.
Reliable coordination and scheduling with minimal conflicts or errors.

Required Skills:

35 years experience as an Office Manager Operations Assistant PA or similar role. Agency creative or marketing environment experience preferred. Strong knowledge of administrative systems documentation management and office coordination. Professional communication skills (written and verbal). Exposure to HR or Finance administration is advantageous. Highly organised structured and methodical. Assertive yet approachable; strong diplomatic communication. Emotionally intelligent; calm under pressure. Strong process-orientation; follows systems and improves them. Flexible and resilient with shifting priorities. Enjoys supporting people and improving day-to-day operations. Tech-confident - Bitrix24 Google Drive MS Office workspace tools. Proactive problem-solver who identifies gaps early. Performance Measures (KPIs) Accurate and consistent adherence to internal processes. Weekly Bitrix24 progress reports delivered on time. Minutes issued within 24 hours with >90% follow-up accuracy. Zero stock shortages due to proactive supply management. Positive internal staff feedback on response times and assistance. 100% of shared drive documentation is organised accessible and updated. Reliable coordination and scheduling with minimal conflicts or errors.

Required Education:

Diploma or degree