Office Manager

Job Description

Nandos Group is looking for an Office Manager will be responsible for overall executive assistance/secretarial support and office administration to the Group Head of Supply Chain and SC department. This role provides professional and executive level support to the Group Head of Supply Chain and department.

Minimum Requirements

Education :

• Bachelor’s degree in business administration, supply chain or equivalent NQF Level 7 qualification

Experience:

• 5 -7 Years Office Administration Experience.
• Prior working experience in servicing a team concerning a range of administration activities.
• Service industry or professional services experience is essential – restaurant industry experience is advantageous.
• Experience in managing administration in a highly collaborative style in a relatively unstructured, private company environment.

Duties and Responsibilities

• Monitor asset conditions e.g. age of equipment and arrange replacements as required
• Order stationery and office supplies and manage stock levels
• Review and process invoices for the department
• Collate data, store data, file documents and manage retrieval of data
• Oversee the office space including maintenance, hygiene, cleanliness and organisation
• Support the effective onboarding process of new employees into the departments
• Welcome visitors and ensure that correct security processes are complied with
• Oversee the H & S requirements of the department
• Serve as Supply chain Comms representative which includes but is not limited to drafting (if required), review and distribution of all notifications
• Custodian of appropriate records management system, including but not limited to SC trackers dashboards, product listing of suppliers, collating of information from suppliers and other tasks that may arise.
• Minute-taking and administrative support across all governance meetings and structures.
• Organising and maintaining diaries and making appointments, including the design of an annual calendar.
• Carrying out background research and presenting findings in support of the team.
• Producing documents, briefing papers, reports and presentations in support of the executive team and others.
• Organising and attending meetings and ensuring the executive/manager/team member is well prepared for meetings
• Manage and maintain the Group Head of Supply Chain schedule which includes daily time and diary management, and the coordination of logistics as required.
• Internal liaison across departments on behalf of the Group Head of Supply Chain, with strong ability to manage sensitive and confidential information with discretion and diplomacy.
• Schedule and arrange meetings, video-conferences etc. as required by the Group Head of Supply Chain and department.
• Coordinate and arrange management meetings for the Group Head of Supply Chain and Heads of Departments and ensure that agendas are prepared, all documentation is in order, and that everything runs smoothly - this includes catering arrangements and any other related requirements.
• Maintain an appropriate and effective filing/record management system of sensitive documentation (supplier contracts, pricing letters, audit reports, etc).
• Book all travel arrangements of the Group Head of Supply Chain and greater Supply Chain team which include: Travel schedules and itineraries of Flight bookings and accommodation; possible arrangement of visa and foreign exchange; arrangement of transport.
• Perform general administrative duties such as the preparation of presentations, reconciliation of expense reports,
• Implement and follow all travel rules when making bookings
• Gather and check quotes for travel requirements
• Ensure all approvals are in place
• Compile travel agendas and itineraries
• Issue and control per diem allocations if applicable
• Make change and updates to travel
• Research and manage the visa process if applicable
• Provide support in office related projects such as moves and changes
• Coordinate the arrangement of conferences, workshops/team-builds and events, etc. including any arrangements required for team & relevant Suppliers
• Arrange all details relating to conferences and events
• Define the conference requirements and source venue, suppliers etc.
• Conduct site visits as required
• Review the event budget, obtain quotes, ensure approvals and manage the event budget
• Arrange all collateral and gifting for conferences and events
• Coordinate the attendance of speakers and facilitators as required
• Ensure that the agenda and presentations are complete and set up for roll-out