Title: Office Manager/ Personal Assistant

Synopsis
A leading company within the Film Industry seeks to employ an Office Manager/ Personal Assistant to join their growing team.

Minimum Requirements
• Experience is required within the below mentioned fields:
- Reception/ Front Desk
- Office Appearance, maintenance and repairs
- Office Insurance
- Office IT Assistant
- Accounts Department
- Production
- Client Service/ Marketing
- Personal Assistant

• A minimum of 5 years experience in a similar job capacity
• Minimum of Grade 12, but a Diploma in Office Administration is preferred
• Fully Bilingual, but as we deal mainly with international clients, a very good command of the English language is essential
• Own reliable transport, for which mileage will be reimbursed if used for company business

Responsibilities
Receptionist/ Front Desk
• Assisting on Front Desk when needed.

Office Appearance, maintenance and repairs
• Ensuring the office is kept clean and tidy for Clients

Office Insurance
• Updating annual office policy with Insurers
• Ensuring that the list is kept updated at all times.

Office IT Assistant
• Assisting with all quotes for IT and IT related matters
• Dealing with all IT suppliers (ordering supplies/consumables/printer cartridges)
• Ensuring all printers and IT equipment are maintained in perfect working order and repaired when necessary
• Issuing of portable printers, digital cameras, etc. to production teams, and making sure all are maintained and kept charged and in perfect working order.

Accounts Department
• Assisting Accounts Department with general enquiries and queries
• Requesting invoices for cast usage from Agents and processing through POPR for Producer approval once received
• Handling matching of orders to invoices to be paid, and filing of statements, direct debits, etc.
• Writing out cheques as and when required and despatch thereof
• Ensuring cheque PR / EFT payment file maintained and kept current
• Updating VAT on FM
• Handling Donation / Charity list
• Filing; labelling and boxing all accounts paperwork (e.g. job files and paid invoices files)
• Tracking fines, drivers of vehicles and making sure that the person responsible for the fine pays the fine
• Handling office Petty Cash – issuing, reconciling and requesting

Production
• Checking returns against returns lists (as received from Production) and adding new returns to the storeroom inventory (wardrobe, props, etc.)
• Managing the upstairs and downstairs storeroom and keeping the inventory up to date
• Managing Boardroom bookings and Client table bookings
• Assisting with Work Authorisation’s for all jobs in SA
• Assisting with production requirements such as the booking of vehicles, hotel accommodation, restaurants, etc. as and when required
• Reconciling production petty cash (if electronic versions are needed)
• Creating the Contact card for Production Teams for each production
• Ensuring you have production booklets and daily call sheets and maps from the production teams for each job, and that these are saved on Central Store

Client Service/ Marketing
• Issuing of all international plugs to clients and tracking these back to the office
• Updating FM every season / exporting the database for mailers
• Assisting where necessary with any marketing and advertising requirements
• Maintaining hotel / guesthouse / private accommodation / databases with rates etc.
• Make any hotel bookings for Clients as and when requested

Personal Assistant
• Assisting any or all of the Company Owners as required on any job specific, production specific, miscellaneous or personal requirements as and when needed