Job Description:

The Office Manager will ensure that the office, is run in an efficient, professional and effective manner. The Office Manager will be the first point of contact with any external customer and / or colleagues and will portray the company image and values.
The Office Manager will be a key link in the communication and feedback channel, both internally and externally.
The Office Manager will also be required to perform certain Export Controller functions which are detailed below.
OFFICE MANAGER:
Ensure that the office housekeeping is in order at all times.
Ensure that the health, safety, cleanliness and security of the office are in order.
Answering of all incoming telephone calls, in a friendly, polite and professional manner.
Be fully aware of the content of the rental agreement and ensure that all aspects are in place. Also be the first point of contact with the landlord.
Keep an attendance register and distribute regularly.
Responsible for the petty cash and the monthly reconciliation thereof.
Develop and maintain a proper filing / admin system for the office.
Attend all office meetings and keep the agenda / action list updated.
Order all stationary.
Purchase consumables for the office when required using petty cash.
Keep record of the weekly planning schedule and distribute internally.
Update & maintain all expenses for the office and reconcile on a monthly basis.
Look at options to minimize the costs for parking at the Cape Town airport.
EXPORT CONTROLLER:
All orders will be sent out by the relevant Export Controller to the supplier.
The Office Manager, together with the fruit procurement team, will ensure that all orders are packed timeously.
Ensure that the inspections for the fruit / veg are done timeously and that if there are issues that these are raised and dealt with quickly and efficiently.
Once fruit / veg are loaded in the container, the Office Manager will get the PPECB addendum, packing list & invoice from the supplier and send this to the relevant Export Coordinator.
The Office Manager will be responsible for the data capturing and maintenance of the Fruit Loading file (order details, vessel details, container details, ETD’s, ETA’s, invoices & payments).
The Office Manager will receive the proof of payment from the relevant Export Coordinator and send this to the supplier
Keep a record of claims and ensure that these are dealt with properly and efficiently.
If required, get involved in any logistical enquiries and / or feedback.