JOB DESCRIPTION

Position: Office Manager
Location: Durban North, KwaZulu-Natal
Employment Type: Full-Time

ABOUT THE OPPORTUNITY

Our client in the private aviation space is seeking a highly organised, reliable and presentable Office Manager to take ownership of the day-to-day running of the office while providing administrative and operational support to the flight and charter operations.

This is a hands-on, frontline position suited to someone who is exceptionally organised, proactive and "on the ball", with the ability to manage multiple priorities, anticipate requirements and ensure that both the office and flight-related arrangements run smoothly.

The successful candidate will be comfortable dealing with guests, pilots, suppliers and service providers, while maintaining a professional and welcoming environment at all times.

KEY RESPONSIBILITIES

Office Management & Administration

• Take ownership of the daily running and organisation of the office.

• Manage general administration, filing and document control.

• Maintain accurate records, spreadsheets and office databases.

• Ensure office systems, information and documentation are kept organised and up to date.

• Monitor office requirements and proactively identify what needs to be actioned.

• Manage office and flight-related supplies, including purchasing, stock monitoring and replenishment.

• Run errands and shopping for office, catering and flight requirements as needed.

• Manage petty cash and maintain accurate supporting records.

• Assist with basic accounting and financial administration.

Flight & Charter Administration

• Record and maintain accurate flight information and flight schedules.

• Maintain accurate records of pilot hours and related flight information.

• Assist with the administration and coordination of charter flights.

• Organise catering and other requirements for charter guests.

• Ensure all required supplies and arrangements are in place ahead of flights.

• Assist with coordinating the movement and flow of guests and vehicles around the operation.

• Direct traffic and assist with practical coordination when required.

• Be available to assist with occasional weekend charters and operational requirements.

Reception & Guest Relations

• Act as the professional frontline representative of the company

• Welcome and assist guests, clients and visitors in a warm and professional manner.

• Manage reception and general enquiries.

• Provide a polished and efficient guest experience from arrival through to departure.

• Liaise professionally with pilots, clients, suppliers and other stakeholders.

• Maintain a professional and presentable office and reception environment.

REQUIRED SKILLS & EXPERIENCE

• Previous experience in office management, office administration, operations coordination or a similar role.

• Strong intermediate to advanced Microsoft Excel skills -- spreadsheets, data capturing, organising information and maintaining accurate records.

• Excellent organisational and administrative abilities.

• Strong attention to detail and accuracy.

• Ability to manage multiple tasks and priorities simultaneously.

• Highly proactive with a strong "on the ball" approach.

• Excellent communication and interpersonal skills.

• Professional, confident and welcoming manner.

• Strong customer and guest service orientation.

• Comfortable dealing with practical, hands-on responsibilities.

• Basic accounting/bookkeeping exposure.

• Experience handling petty cash and purchasing would be advantageous.

• Ability to work independently and take ownership of responsibilities.

• Own reliable vehicle and valid driver's licence essential.

• Flexibility to work occasional weekends when charter operations require it.

PERSONAL ATTRIBUTES

The ideal candidate will be:

• Highly organised and structured

• Reliable and dependable

• Proactive and resourceful

• Naturally service-oriented

• Presentable and professionally polished

• Confident and friendly

• Calm under pressure

• Detail-oriented

• Practical and hands-on

• A strong communicator

• Able to anticipate requirements rather than wait to be instructed

• Comfortable working in a fast-paced environment where priorities can change quickly

THE IDEAL PROFILE

This role would suit an individual who enjoys being the person who keeps everything running smoothly. They will need to be equally comfortable managing an Excel spreadsheet, welcoming an important guest, arranging catering for a charter, checking flight records, purchasing supplies, managing petty cash or jumping in to assist with an operational requirement.

Reliability, presentation, initiative and exceptional organisation are key to success in this role.