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"