Introduction

Job Description - Office Manager – Cape Town

About us

One of our esteemed clients, being one of South Africa’s leading environmental consultancies, delivering high-impact Environmental Impact Assessments (EIAs), ecological studies, environmental management, and sustainability services across the renewable energy, infrastructure, and urban development sectors is seeking a highly capable and motivated Office Manager.

Department: Operations

Reports to: Operations Director

Location: Cape Town (with occasional travel to project sites)

Employment Type: Full-time

Role Purpose

The Office Manager ensures the smooth day-to-day functioning of the office, HR administration, site logistics, and company travel/vehicle systems. This role provides the backbone of operational support, enabling technical teams to focus on project delivery. It requires organisational discipline, proactive problem-solving, and consistent coordination between the office, HR, and site teams.

Core Deliverables

1. Office Management

Oversee daily running of the office environment (facilities, supplies, workspace organisation).
Ensure all office systems (IT, phones, filing, server access and consumables) function reliably.
Maintain an organised reception/admin function (where applicable).
Coordinate service providers (cleaning, maintenance, IT support).
Keep the office environment professional, safe, and aligned with company values.

2. HR Administration (Recruiting & Onboarding Support)

Support recruitment logistics (posting adverts, scheduling interviews, candidate communications, reference checks).
Ensure onboarding is completed for all new hires: contracts, induction, system access, and first-day readiness.
Maintain HR records (contracts, leave, training logs) in compliance with BCEA and labour law.
Liaise with HR/leadership to ensure policies and practices are up to date.
Act as first point of contact for staff on HR administration queries.

3. Site Logistics Support

Coordinate logistics for field/site teams, including transport, accommodation, equipment, and PPE.
Manage permits, site access documents, and compliance records.
Act as point of contact between site teams and office for urgent issue resolution.
Maintain a central log of all site logistics, updated weekly.
Ensure cost-efficient and timely arrangements to avoid project disruption.

4. Administration (Travel & Vehicles)

Manage all company travel bookings (flights, accommodation, car hire).
Oversee company vehicle scheduling, licensing, insurance, and service/maintenance tracking.
Maintain centralised travel and vehicle records for audit and reporting.
Ensure compliance with company policies for travel claims, fuel, and vehicle use.
Report monthly on travel and vehicle costs to Operations Director.

5. Staff Development & Training Coordination

Support staff development programmes and internal training logistics.
Coordinate with external training providers for specialist courses, workshops, or compliance training.
Schedule and track participation in mandatory training (HSE, HR, technical skills).
Maintain staff development records and report progress to leadership.
Support mentorship or coaching initiatives by handling administration and scheduling.

Minimum Requirements

Diploma or degree in business administration, operations management, or equivalent experience.
3+ years in office or operations management, preferably in a professional services/consulting environment.
Strong organisational, multitasking, and coordination skills.
Familiarity with South African labour law and BCEA compliance requirements.
Competence in Microsoft Office, document management, and online booking systems.
Valid driver’s licence.

Professional Behaviour & Excellence Expectations

As Office Manager, you are expected to:

Be reliable and organised: ensure systems run smoothly without constant supervision.
Communicate clearly: keep leadership and teams informed on logistics, HR, and admin matters.
Be solutions-focused: resolve day-to-day operational problems promptly and effectively.
Protect confidentiality: handle HR and staff information with discretion and professionalism.
Model professionalism: maintain punctuality, consistency, and attention to detail in all interactions.
Enable others to succeed: ensure consultants and site teams can focus on their core work by providing seamless support.

Remuneration

Competitive remuneration of around R35 000pm cost to company will be on offer and will be negotiable depending on numerous factors such as experience, qualifications, current earnings etc. All eligible candidates are encouraged to send their updated CV’s to cvs4ruarke@therecruiters.co.za

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