Junior Office Manager/Administrator

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Junior Office Manager/Administrator

Remuneration: negotiable CostToCompany 
Benefits: Within the cost to company package
Location: Cape Town, Southern Suburbs
Education level: Diploma
Job level: Junior
Type: Permanent
Reference: #Mich1455
Company: VGP Recruitment

We have an exciting job opportunity for a junior Office Manager/Administrator at a fabulous boutique, creative agency in Cape Town’s southern suburbs. We’re looking for an all-rounder who is engaging, dedicated and organised. If you are an admin superstar who is raring and ready to go, get in touch today!
Reception Duties
  • Phone duties
  • Receiving clients & suppliers when they come to the office ensuring that covid regulations are adhered to – temperature.
  • Offering of tea & Coffee when meetings are held in the board room

Staff Duties
  • Time sheets – ensuring that all designers are keeping their time on Harvest. Full report to be sent to traffic manager and director
  • Staff requests: monthly half day leave, sick leave, paid and unpaid leave
  • Keeping staff details up to date
  • Overtime for 1 x individual per month tracked and reported to the accountant at the end of every month

  • Collecting and delivering when necessary – using company vehicle.

  • Liaise with accountant regarding outstanding payments and invoices
  • Debtors – Phoning and emailing clients for payment: this to be done mid-month and end of month. Resending of invoices and statements where necessary
  • Petty Cash – Handling petty cash, keeping record on excel and reconciling
  • Office supplier reconciliation – i.e. OfficeBox, MWEB etc. Dealing with suppliers, queries, invoicing
  • Renaming of invoices and statements monthly. Sending out invoices and statements out to clients at the beginning of every month. 

Office Administration
  • Filing – keeping all documents in good filing system
  • Stationery – keeping stock and ordering of stationery
  • Courier – dealing with couriers, booking and assembling of parcels
  • Application completions – credit applications, design entries etc.
  • Manage any necessary repairs required in studio
  • Liaising with cleaning and garden staff to ensure they have everything they require to do their duties
  • Paying any traffic fines and license renewals
  • Storeroom management – Ensure that the store & product rooms are kept tidy
  • Collecting Post
  • Shutterstock management and downloading for designers
  • Insurance – Dealing with insurance claims and keeping policies updated
  • Asset register – keeping this up to date
  • Managing of all studio passwords and ensuring IT is kept up to date.

Food & Beverages
  • Ensure office always has supplies, food, toiletries, and detergents
  • Arrange and manage the Wednesday lunch that occurs every second Wednesday

Assisting the Traffic/Production Manager
  • Job Bags – creation of newly opened job bags
  • Assisting with placing briefs and amendments on necessary job bags
  • Job bag closures and filing upstairs
  • Assisting with artwork and production checks – job has been completed correctly and or quality check of production

The successful candidate must have/be:
  • Relevant diploma/degree
  • Minimum 2 years’ experience in a similar role
  • Extremely well spoken
  • Able to use initiative
  • Excellent English both verbal and written
  • Own transport and valid driver’s license – essential.  

Should you not receive a response within two weeks, please consider your application unsuccessful.

Company Description

VGP Recruitment is a specialist recruitment agency in the advertising, marketing, media, creative, digital, PR/communications and publishing industries.
Posted on 24 Jun 12:40


Michelle Snitcher
[email protected]
+27 21 422 1037

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