Office Manager required for a Manufacturing Company based in Richards Bay, KZN


JOB PURPOSE
This position has been developed to support the operation of the business unit in terms of administrative efficiency, facilitating workflow, planning, resource scheduling and job allocation, ensuring that all jobs opened eventually translate into revenue banked. This will be achieved by overseeing, managing and controlling select functions and resources of the business unit specifically, but not limited to, quoting and costing, opening and allocating jobs as well as procurement and accounts.


RESPONSIBILITIES
• Develop and control workflow, processes, metrics and outputs of and between sales, customer service administration, warehouse, workshop, quality control and procurement.
• Managing and co-ordinating all invoicing to ensure it is completed.
• Ensure company policies and procedures and ISO requirements are followed by the team members.
• Manage filing systems.
• Use a range of office software, including email, spreadsheets and databases.
• Developing and implementing new administrative systems, such as record keeping.
• Delegating work to staff and managing their workload and output.
• Ability to adjust resources in the office.
• Recording office expenditure and managing the budget.
• Overseeing the training, induction and performance of new staff to the department.
• Writing reports for senior management and delivering presentations.
• Responding to customer enquiries and complaints.
• Organize meetings
• Provide timely warning to management regarding problems in scheduled work flow which would reduce the efficiency of departmental operations.


ACCOUNTABILITIES
• Provide timely warning to management regarding problems in scheduled work flow which would reduce the efficiency of departmental operations.
• Organising office layout and maintaining supplies of stationery and equipment.


KNOWLEDGE
• Knowledge of accounting, data analyses and administrative management practices and procedures.
• Knowledge of clerical practices and procedures.
• Knowledge of human resources management practices and procedures.
• Knowledge of business and management principles
• Knowledge of official planning and management, staffing, training, budgeting and reporting.
• Working knowledge of SAP Business One and Excel
• A working knowledge of ISO quality management system.


EXPERIENCE
• 7 years of administrative, organizational and supervisory experience
• Experience in planning, directing and coordinating program and administrative activities of a complex interrelated and interdependent nature, where unknowns and numerous contingency factors are involved
• Experience in obtaining and analysing facts and precedents in making administrative decisions.
• Experience to formulate policies and procedures based on information of a conceptual nature from varied and complex sources.


SKILLS
• Communication skills
• Coaching skills
• Planning and organising skills
• Judgement and problem solving skills


ATTRIBUTES AND BEHAVIOURS
• Decision making
• Initiative
• Integrity
• Adaptability and Reliability
• Team work and collaboration
• Work and time management
• Attention to detail and high level of accuracy
• Delegation of authority and responsibility
• Information gathering and monitoring