Office Manager - Cape Town, South Africa - Vista Group

Description

This a fixed term contract from June- October 2024

Principal Objectives

To ensure the smooth and effective running of Vista's South Africa office and the management of administrative activities with a focus on premises, events and travel. The candidate will coordinate with the company Head Office in Auckland as well as other Vista Group offices (London, Amsterdam, Shanghai, Los Angeles, Timisoara, Houston, Sydney) and, in particular, with the operations, finance and people & culture teams. The goal of this role is to ensure that our team delivers a premium service both internally (to our staff) and externally to our customers & suppliers.

Key Responsibilities

Oversee the operation of the reception function and manage all incoming calls

Efficient operation of the premises; addressing issues with the property by effectively communicating with the building management or landlord(s).

Assist with the preparation/organisation of all meetings

Ensure timely payment of all supplier invoices and staff expense claims

Work with the Office Manager based in London to ensure all travel is booked, confirmed and agreed with staff and the travel agent in accordance with company policies. This will include flights, accommodation, and rental cars

Take responsibility for ensuring that travelling staff are provided with insurance details, cash as required, correct visas and paperwork

Keep up-to-date with worldwide travel alerts and other significant events that may affect the travel, safety and security of our staff while they are abroad

Ensure that the master travel schedule is maintained in all places for all travel undertaken

Support the operations, finance, and people & culture teams on an ad hoc basis

Requirements

Functional relationships with:

Internal:

• Managing Director
• Business Operations Manager, Technical Operations Director, Client Services Director, Finance Manager
• Head Office and Remote Offices

External:

• Existing and potential customers
• Business partners
• Suppliers

Skills, Knowledge, Abilities and Personal Attributes:

• Excellent English
• Highly computer literate
• Excellent Microsoft Office skills, especially Excel, PowerPoint and Word
• Organised and detail orientated
• Strong negotiation skills and persuasive ability
• Proven ability to effectively manage a varied and busy workload and to meet deadlines
• Staying energised and upbeat under pressure
• Problem solver and self-starter
• Ability to develop and maintain good professional working relationships with people at all levels across the company and externally
• Friendly, positive personality with excellent written and verbal communication skill