The Office Manager provides comprehensive administrative support to the sales function, while also taking ownership of broader office operations, facilities, security and events coordination for the building. The role combines traditional sales-support duties with operational management responsibilities, ensuring the office runs efficiently, safely and professionally.

Key Responsibilities

Sales & Administrative Support

• Provide administrative and secretarial support to the sales team and sales manager

• Manage diaries, schedule meetings, and coordinate appointments for the sales team

• Prepare sales reports, quotations, proposals, and correspondence

• Process sales orders and invoices, and follow up on outstanding payments

• Maintain and update the customer/client database (CRM)

• Handle incoming calls, emails, and client enquiries in a professional manner

• Coordinate travel arrangements for sales staff as required

• Take minutes at sales meetings and distribute action items

• Liaise with other departments to ensure smooth order fulfilment

Operational & Administrative Support

• Implement and manage administrative systems to improve operational efficiency

• Maintain accurate documentation and records to support operational decision-making

• Handle confidential and sensitive operational information with discretion

• Develop and maintain automated alert systems for key operational deadlines and deliverables

Facilities & Security Management

• Oversee facilities management across the building

• Manage service providers including cleaning, air-conditioning, plumbing, locksmiths, and security companies

• Administer access control systems, facial recognition cameras, and daily security reporting

• Lead upgrades to security infrastructure (alarms, beams, electric fencing, maglocks)

• Ensure facilities are compliant, safe, and operationally efficient

Office & Team Management

• Facilitate training and onboarding for new office staff (where needed)

• Streamline workflows and prioritize tasks to enhance team productivity

• Create and maintain efficient filing and documentation systems (digital and physical)

• Support ad hoc projects and special initiatives as required, focusing on operational improvements

Events & Logistics Support

• Organize and coordinate monthly meetings and corporate events

• Support hospitality and business requirements for corporate partners and staff

• Coordinate logistics for operational needs, including transport and accommodation as required

Qualifications

• Matric / Grade 12 certificate

• A secretarial, office administration, or business administration diploma/certificate is advantageous

Experience

• Minimum 3-5 years' experience in a sales secretary, PA, or office administration role

• Prior experience with facilities or office operations management is advantageous

• Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and CRM systems

• Experience managing security systems (access control, CCTV/facial recognition)

• Experience coordinating corporate events or functions

• Valid driver's license and own transport