An Office Manager for Moments By Thuli would play a key role in ensuring the smooth daily operations of the business, particularly as it involves logistics, client coordination, and administrative tasks.
Position: Driver & Office Assistant
Location: Olifantsfontein
Job Type: Full-time, immediate start required
Here's a breakdown of key responsibilities:
1. Administrative Support
1. Administrative Support
- Oversee scheduling and calendar management for events and client consultations.
- Handle client inquiries, bookings, and follow-ups, ensuring smooth communication from initial inquiries to final confirmations.
- Maintain organised records of client information, contracts, invoices, and event details for easy access and reference.
2. Team and Vendor Coordination
- Handle client inquiries, bookings, and follow-ups, ensuring smooth communication from initial inquiries to final confirmations.
- Maintain organised records of client information, contracts, invoices, and event details for easy access and reference.
2. Team and Vendor Coordination
- Coordinate with your team to manage schedules and task assignments.
- Communicate with vendors and suppliers to confirm availability, deliveries, and ensure timely setup.
- Monitor inventory of rental items, supplies, and decor, placing orders as needed to meet upcoming event demands.
3. Financial and Contract Management
- Communicate with vendors and suppliers to confirm availability, deliveries, and ensure timely setup.
- Monitor inventory of rental items, supplies, and decor, placing orders as needed to meet upcoming event demands.
3. Financial and Contract Management
- Assist with invoicing, payment tracking, and processing of client deposits and final balances according to payment policies.
- Support in drafting and managing contracts, ensuring all terms are clearly outlined and adhered to.
- Handle expenses and budgeting to optimize resource allocation for events.
4. Client Relations and Customer Service
- Support in drafting and managing contracts, ensuring all terms are clearly outlined and adhered to.
- Handle expenses and budgeting to optimize resource allocation for events.
4. Client Relations and Customer Service
- Act as a point of contact for clients, addressing questions and concerns to enhance client satisfaction.
- Gather feedback post-event to improve client services and maintain high standards.
5. General Office Maintenance
- Gather feedback post-event to improve client services and maintain high standards.
5. General Office Maintenance
- Ensure that the office is organised, supplies are stocked, and that equipment is in working order.
- Keep an eye on cleanliness, layout, and organisation to create a welcoming environment for both clients and staff.
- Keep an eye on cleanliness, layout, and organisation to create a welcoming environment for both clients and staff.
To be an effective Office Manager at Moments By Thuli, a candidate should possess a blend of organisational, administrative, and interpersonal skills that enable them to manage office operations and support event coordination. Here are the essential qualifications and skills for the role:
Essential Qualifications
1. Relevant Experience
- Proven experience in office management, administrative support, or a similar role.
- Experience in the event planning or rental industry is an advantage, as it provides context for coordinating logistics and client needs.
2. Educational Background
- A diploma or degree in business administration, management, or a related field is preferred.
- Certification in office management or event planning can also be beneficial.
Essential Qualifications
1. Relevant Experience
- Proven experience in office management, administrative support, or a similar role.
- Experience in the event planning or rental industry is an advantage, as it provides context for coordinating logistics and client needs.
2. Educational Background
- A diploma or degree in business administration, management, or a related field is preferred.
- Certification in office management or event planning can also be beneficial.
Key Skills
1. Strong Organisational Skills
- Ability to manage multiple tasks, maintain organized records, and prioritize tasks to keep office operations efficient.
- Excellent attention to detail, especially when managing schedules, invoices, contracts, and event logistics.
2. Administrative Proficiency
- Proficient in using Microsoft office software
3. Client and Vendor Coordination
- Strong communication skills for coordinating with clients, vendors, and team members, ensuring seamless event planning and execution.
- Ability to handle client inquiries, resolve issues, and maintain high standards of customer service.
4. Financial and Budgeting Skills
- Basic understanding of financial management for managing expenses, processing invoices, and tracking payments.
- Ability to support budgeting and resource allocation to help maintain cost-effectiveness in operations.
5. Problem-Solving and Flexibility
- Ability to handle client inquiries, resolve issues, and maintain high standards of customer service.
4. Financial and Budgeting Skills
- Basic understanding of financial management for managing expenses, processing invoices, and tracking payments.
- Ability to support budgeting and resource allocation to help maintain cost-effectiveness in operations.
5. Problem-Solving and Flexibility
- Quick-thinking and solution-oriented, capable of handling unexpected issues with calmness and resourcefulness.
- Flexibility to adapt to last-minute changes and manage challenges that arise in event planning.
6. Inventory and Logistics Knowledge
- Understanding of inventory management to track rental items, monitor supplies, and coordinate with the inventory team for event needs.
- Ability to oversee the logistics of preparing, packing, and transporting event decor and furniture.
7. Leadership and Team Coordination
- Strong interpersonal skills for managing and coordinating team schedules, assigning tasks, and maintaining a positive work environment.
- Ability to foster teamwork and maintain good relationships with staff, clients, and vendors.
Additional Assets
- Flexibility to adapt to last-minute changes and manage challenges that arise in event planning.
6. Inventory and Logistics Knowledge
- Understanding of inventory management to track rental items, monitor supplies, and coordinate with the inventory team for event needs.
- Ability to oversee the logistics of preparing, packing, and transporting event decor and furniture.
7. Leadership and Team Coordination
- Strong interpersonal skills for managing and coordinating team schedules, assigning tasks, and maintaining a positive work environment.
- Ability to foster teamwork and maintain good relationships with staff, clients, and vendors.
Additional Assets
- Customer Service Skills to ensure clients feel valued and supported throughout the planning process.
