Operations & Office Manager - Maitland

Location: Maitland, Cape Town
Employment Type: Permanent
Salary: Negotiable, dependent on experience and suitability

An established technical services business is seeking a highly dependable and experienced Operations & Office Manager to oversee its day-to-day administrative, financial, payroll, and operational coordination. This is a key position within a small, stable business and requires a capable professional who can take full ownership of the office function, maintain accurate administrative and financial records, support employees, and ensure that daily operations run efficiently.

The successful candidate will act as a trusted operational support to the business owner and must be comfortable working independently, making practical decisions, maintaining confidentiality, and taking responsibility for a broad range of duties. This position is best suited to someone seeking a stable, long-term career opportunity within a practical, close-knit working environment.

Key Responsibilities

• Manage the full day-to-day office administration function
• Coordinate administrative and operational activities across the business
• Prepare and issue customer quotations and invoices
• Generate and distribute monthly customer statements
• Manage petty cash accurately 
• Prepare and process purchase orders 
• Perform basic bookkeeping duties using QuickBooks
• Process employee payroll using Vanilla Payroll 
• Maintain accurate financial, payroll, and administrative records
• Order staff supplies, office consumables, and operational requirements
• Answer incoming telephone calls and manage correspondence professionally
• Liaise diplomatically with customers, suppliers, employees, and service providers
• Provide general sales and customer administration support
• Assist with employee and HR administration
• Prepare supporting documentation for disciplinary processes and hearings
• Maintain strict confidentiality regarding employee, financial, and business information
• Identify administrative issues and ensure that they are resolved promptly
• Support the business owner by taking ownership of routine operational matters

Minimum Requirements

• Extensive experience in office management, operations administration, or a similar multifunctional position
• Ideally 15 years or more of relevant experience gained within a small or medium-sized business
• Proven experience managing a broad range of office, finance, payroll, and administrative duties
• Experience preparing quotations, invoices, statements, purchase orders, and petty-cash records
• Working knowledge of basic bookkeeping principles
• Experience using QuickBooks would be advantageous
• Payroll processing experience is essential
• Experience using Vanilla Payroll would be advantageous
• Previous exposure to HR administration and disciplinary documentation
• Strong Microsoft Office and general computer skills
• Reliable own transport
• Contactable employment references

Essential Competencies

• Exceptional attention to detail and accuracy
• Strong organisational and administrative ability
• High level of integrity and confidentiality
• Professional, articulate, and well-spoken
• Warm and diplomatic telephone manner
• Confident and able to communicate firmly when required
• Comfortable working in a predominantly male technical environment
• Natural leadership ability
• Practical and solution-orientated
• Able to take ownership and work without constant supervision
• Dependable, committed, and self-motivated
• Able to manage competing priorities and meet deadlines
• Interested in establishing a stable, long-term working relationship

Working Environment

• Small, established, owner-managed business
• Stable client base
• Close-knit team with long-serving employees
• Practical and down-to-earth working environment
• Broad position with significant responsibility and autonomy
• No formal corporate structure or company benefits
• Salary negotiable according to experience and suitability

The successful candidate will become an integral part of the operation and will play an important role in supporting the company’s continued efficiency and long-term stability.

Should you not receive feedback within two weeks of submitting your application, please consider your application unsuccessful.