Office Manager

Job Summary:

The Office Manager contributes to POPES Electrical & Data Supplies success by managing all aspects of the Administration Office and by providing a high level of support to the Managing Director.

Duties and responsibilities:

• Provide high level administrative support to the Managing Director
• Manage administrative tasks such as answering phones, responding to emails, and filing paperwork
• Take a proactive role in the continual further development of systems and procedures across all aspects of the business.

Business Analysis & Reporting

• Produce weekly, monthly as well as ad hoc reports tracking performance to KPI’S across all aspects of the business.
• Quality control and monitoring compliance with procedures

HR & Culture

• Assist with onboarding of new staff and training
• Establish and deliver basic HR reporting to the Leadership Team
• Recruitment Administration
• Staff problem escalation point
• Manage and maintain online HR management platform
• Manage and maintain online training modules
• Maintain company policies
• Identify, recommend, and arrange internal and external social events
• WHS records and process management

Website

• Maintain products on website
• Receive and manage online orders with branch team

Marketing

• Coordination of external suppliers of social media
• Assist with the implementation of promotional and marketing initiatives
• Reporting and follow up on marketing initiatives

Business Improvement Initiatives

• Undertake cost/benefit research and analysis on new systems and processes and effectively summarise and present findings
• Help drive consistent operational procedures and practices across the business
• Audit and upkeep of all supplier contracts
• Audit and update policies and procedures
• Work closely with management on important IT projects and transformational initiatives

ERP / IT System Administration

• Responsible for maintaining the product database, supplier, and customer pricing in line with company policy
• Be the main support contact for any questions or issues with the ERP system, payment systems, IT hardware, software and network problems and manage any external support tickets

General office administration

• Prepare for meetings including preparation of briefing papers and minute taking
• Assisting to maintain and monitor the managing director’s diary
• Manage the office including facilities, equipment, and supplies
• Liaise with IT support technician for support problem solving with computer, software and emails
• Maintain asset register and appropriate maintenance schedules for all equipment and vehicles
• Compile internal and external reports as required

Knowledge, Skills and Abilities:

• 3+ years Office Manager / EA experience
• Ability to work independently and unsupervised as part of a team
• A high level of experience with MS Office suite of products
• Experience with social media marketing
• Comprehensive analytical skills
• Proficient in organising and analysing data and reports
• Have a high attention to detail
• Sound organisational and time management skills with the ability to prioritise and re-prioritise at short notice
• A problem solver rather than just a task follower
• Have exceptional communication skills both written and verbal
• Friendly, professional disposition and mature approach to work
• Held a previous role where engaging regularly with stakeholders was required.
• A proven history of innovation and success. Able to work outside your job description when required to "get it done"