Office Manager - (IT - Office) - Braamfontein

Location: Johannesburg, Gauteng, South Africa
Date Posted: 10-01-2019
Graphic Design and Website Responsibilities:  
  • Must have good knowledge of Adobe Photoshop, Illustrator, InDesign and other Adobe products
  • Ability to Design Newsletters via Mailchimp – Mail Chimp expert
  • Must have WordPress knowledge
  • Ability to manage, maintain and update company website
  • Must have a good and neat sense of design principles
  • Ability to design webpage layouts for various products & services
  • Design landing pages and HTML email signatures
  • Design infographics & diagrams for presentations
  • Design and code newsletters to market services provided by the organisation and upcoming training events
  • Content creation such as posts and covers for platforms such as Facebook, LinkedIn, Twitter, and Instagram
  • Conceptualize and design brochures, banners, flyers, corporate stationery, certificates, promotional gifting, adverts, presentations, slideshows and proposals
  • Design and set up product catalogues for web & print
 
Administrative Responsibilities:  
  • Completing client quotations and invoices – instantly on request or at most within 24hrs
  • All invoices and quotations should be accurate and complete. 
  • Frequently sending emails to potential trainees – sales; All emails should be professional, free of grammar and typos
  • To maintain an up to date client’s email database for each country e.g., South Africa, Zimbabwe, Namibia, Namibia, Mozambique, Zambia, Kenya and other countries.
  • Organising meetings and managing databases
  • Booking venues, transport and accommodation
  • Organising company events or conferences
  • Dealing with correspondence and queries
  • Ability to compile quotations, pro-forma invoices, tax invoices and statements
  • Preparing presentations, Proposals, Tenders and Reports
  • Managing office budgets
  • Liaising with Clients
  • Implementing and maintaining procedures/office administrative systems
  • Posting, maintenance and responding to queries on all relevant company Social Media platforms such as Twitter, Facebook, Instagram and LinkedIn
  • Business Development: - Identifying new clients, finding and completing new tenders and maintaining existing clients. All calls should be professional, no rudeness on the phone and full of courtesy
  • Monitoring and tracking website activities, reviewing the company website for currency of material and typos etc.
  • Collecting, completing and submitting tender documents and database registration forms. Database registration forms should be acted on immediately (at least within 48 hours) and before the deadline date with sufficient time for delivery and submission.  Types of tenders required - Training, IT Auditing, IT Governance, ERM, IT Projects advisory
  • General office administration and maintenance such as filing of paperwork, cleaning the office.
  • Administering EGIT events – Training, Exhibition – ensuring that banners, catalogues, and registration forms, training packs; tags names, exhibition stands, and other marketing are in place at the right time.
  • Representing EGIT during tender briefing sessions functions
  • Setting up and maintain the integrated electronic and paper-based filing systems.
  • Travel arrangements – flight, shuttles and accommodation booking of staff
  • Support the Director in the preparation and presentation of reports, proposals, budgets and related activities in servicing and developing contracts and relationships with stakeholders and partners
  • Arranging national and international travel and accommodation for the Managing Director
  • Support the Director in the preparation of all documentation required for key decision making as required
  • Setting meetings and appointments and organising venues for training venues
  • Taking responsibility for the ordering of stationary and office supplies  
Other Requirements  
  • Self-discipline
  • Self-driven
  • A high sense of quality and excellence
  • Very high professional contact
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