Office Manager Job Responsibilities:
Payroll- Responsible that the payroll is maintained and executed timely, accurately, and according to statutory requirements.
- Handling any payslips queries. Assisting production manager with queries/problems re all employees.
Secretarial- Organize appointments and meetings
- Maintain calendars and schedules
- Manage travel arrangements
- Prepare and distribute minutes of meetings
- Arrange and prepare presentations
- Prepare and distribute correspondence
- Compile and present special reports
Data Management- Create and maintain databases
- Timely and correct capturing of all farm related data
- Organize retention, protection, retrieval, transfer and removal of records
- Ensure the security of data
Audits and Registrations- Continuous inspections, maintenance, and compliance of all audit processes:
- The collection of data, the keeping of records, and the general overseeing of the audit processes of all the farming units.
- Coordination and timely registrations for the export of fruit.
Policies and Procedures- Evaluate existing procedures
- Design and implement procedural improvements
- Prepare materials describing procedures and standards
- Communicate changes in policies and procedures
- Ensure adherence to policies and procedures by staff members
Office Efficiency- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Completes operational requirements by scheduling and assigning employees; and following up on work results.
- Keeps management informed by reviewing and analyzing special reports; summarizing information; and identifying trends.
Staff Management- Maintains office staff by recruiting, selecting, orienting, and training employees.
- Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
HR Responsibilities- Intake of new employees
- Documentation: Disciplinary hearings, IODs
- Hostel responsibilities: Administrative
- General assistance to all staff
- Assist HR Manager where necessary
Self Achievement- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies.
Financial- Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; and initiating corrective actions.
Communication and Team Effort- Good communication, both written and verbal, all of which must be accurate, efficient, friendly, and professional at all times. Interpersonal skills play a large role in being an office manager. You'll be required to have a positive attitude, greet visitors, and engage in teamwork and accomplishment in related results.
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