Applying for: Office & Administration Manager

Personal Attributes We Value:

• Passionate & Meticulous – We bring energy, enthusiasm, and attention to detail in everything we do.

 

• Trustworthy & Thoughtful – We act with integrity, kindness, and respect, fostering strong relationships.

 

• Adaptable & Solution-Oriented – We embrace change, collaborate, and find creative solutions.

What you will do

Reporting to the CEO, this role plays a crucial role in ensuring the smooth and efficient operation of the office.  This role involves managing administrative tasks, supporting staff, and maintaining a productive and organised work environment. 

In addition to managing office administration, this role encompasses recruitment, HR admin and compliance, IT, facilities management as well as admin support to the CEO.

 

Key Responsibilities:

 

1. Office Operations and facilities Management 

• Oversee daily office operations, ensuring a well-organised and efficient workplace.

 

• Maintain and manage office supplies, equipment, and inventory ensuring everything is well stocked and in working order.

 

• Maintain security access to office facilities.

 

• Main point of contact for maintenance and other property related issues across the company’s retail stores and concessions.

 

• Main point of contact for third party suppliers.

 

• Management of external storage unit.

 

• Manage office budgets, expenses, and supplier relationships to ensure cost efficiency.

 

• Ensure office policies and procedures are up to date and followed by all employees.

 

• Organise office moves, seating arrangements, and workspace optimization.

 

• Act as a point of contact for employee queries regarding office resources and workplace policies.

2. Facilities & Vendor Management

• Liaise with building management, maintenance teams, and service providers to maintain a functional workspace.

 

• Oversee cleaning, security, and health & safety compliance within the office.

2. Administrative Support

• Provide ad hoc administrative support to the CEO, including creating documents, preparing presentation materials, conducting research, and managing meetings.

 

• Management of contracts and ensure filing system is adhered to.

 

• Provide additional support across various departments (events, gifting).

3. HR and People Support Administration

• Support recruitment by coordinating interviews, managing job postings, and liaising with hiring managers, but does not hold direct hiring responsibility.

 

• Manage the administration of HR processes, including recruitment, onboarding, and offboarding.

 

• Prepare employment contracts, offer letters, and other HR-related documents.

 

• Assist with onboarding new employees, including workspace setup and introductions.

 

• Maintain employee records, absence tracking, and general HR administration.

 

• Support internal events, meetings, and team-building activities.

 

• Coordinate pre-employment activities, such as background checks and reference checks.

 

• Maintain accurate and up-to-date employee records and personnel files.

 

• Ensure reviews are conducted on time and objectives updated to our HR software.

4. IT & Systems Coordination

• Act as the liaison between the IT provider and the team, ensuring smooth operations without requiring deep technical expertise.

 

• Working within company guidelines, organise IT equipment procurement, retirement, and maintenance. This includes mobile devices.

 

• Ensure IT equipment, software, and office systems are functioning correctly.

 

• Coordinate with IT support for troubleshooting and system updates.

 

• Maintain records of office assets, including laptops, phones, and access passes.

What you will bring

Highly Organised: You possess exceptional organizational skills, allowing you to manage multiple tasks and projects simultaneously with a keen attention to detail.

 

People-Oriented: You excel at building and maintaining collaborative relationships with colleagues and stakeholders, ensuring a supportive and cohesive work environment.

 

Solution-Focused: You are results-driven, with a strong focus on achieving objectives and driving continuous improvement within the team and organization.

 

Efficient: Your ability to streamline processes ensures maximum efficiency, and you effectively prioritize tasks to meet deadlines consistently.

 

Tech-Savvy – Comfortable using office management software, Microsoft Office, and IT troubleshooting.

 

Strong Communicator: With excellent written and verbal communication skills, you convey information clearly and concisely, preparing comprehensive reports and presentations.

 

Discretion & Confidentiality – Handles sensitive information with professionalism.