Office Administrator

Hogarth is the Global Content Experience Company. Part of WPP, Hogarth partners with one in every two of the worlds top 100 brands including Coca-Cola, Ford, Rolex, Nestl, Mondelez and Dyson. With a breadth of experience across an extensive range of sectors, Hogarth offers the unrivaled ability to deliver relevant, engaging, and measurable content across all channels and media - both established and emerging.

The number of channels at our fingertips; the need for speed; and the drive for mass personalisation, all mean that brands need different solutions.

Our global team of over 6, 000 craft and technology experts brings together creative, production and innovation to help clients navigate this exciting and ever-changing world of todays content experience.

Job Title:

Office Administrator

Reporting Structure:

HR Manager

Key purpose of your job:

The day-to-day office management of Hogarth Johannesburg offices which includes overseeing and managing the administrative and operational functions of the offices. This includes maintaining office facilities in both Hogarth and Studio X, coordinating office activities, and ensuring efficient office operations.

Primary responsibilities:

Office Administration

• Ensure the efficient day-to-day operation of the office.
• Work with cleaning staff to ensure cleanliness of the office.
• Ensure there is a replacement or temporary fill when Reception or Housekeeping is out of office.
• Manage the ordering and replenishing of office supplies and inventory for both Hogarth and Studio X.
• Create appropriate Purchase Orders on ERP and submit to relevant approver(s)
• Receive/follow up with suppliers for related invoices and submit to the finance team for processing
• Oversee office maintenance and repairs.
• Create appropriate Purchase Orders on ERP and submit to relevant approver(s)
• Receive/follow up with suppliers for related invoices and submit to the finance team for processing
• Monthly e-Wallet (Office Petty Cash) card recon and top up management
• Collection and collation of receipts, invoices and supporting documents
• Maintain record of bank statements or transaction listing for the allocated card
• Prepare monthly reconciliation on an imprest basis
• Submit recon and docs by last Monday of each month to HR Manager for first line approval, and financial controller for finance approval

Stakeholder Facilitation

• Ensure the welcoming of clients and guests for StudioX
• Arrange refreshments for necessary client meetings.
• Assist HR with onboarding and welcoming new employees

Communication and Coordination

• Act as a point of contact between employees and management.
• Coordinate meetings, conferences, and appointments as and when necessary.
• Work with the HR Manager and the wider Management team to communicate necessary office changes to staff.

Employee Access Controls

• Manage the access control system
• Issue new access control cards to new joiners (Hogarth & Studio X)
• Extract monthly attendance report and submit to the HR Manager
• Terminate access cards for all leavers (Hogarth & Studio X)
• Update card details where appropriate

Event Planning

• Organize and manage office events, meetings, and conferences.
• Coordinate logistics, catering, and accommodations as needed.
• Assist HR is driving the Culture Squad initiatives and drive participation.

Project Management

• Assist in special projects and initiatives as required.
• Monitor office related project timelines and budgets.
• Build vendor relationships related to office management.

Key Qualities

• Proven experience in office administration or a similar role.
• Strong organizational skills.
• Excellent communication and interpersonal abilities.
• Proficiency in office software (e.g., Microsoft Office) and office equipment.
• Knowledge of financial and budget management.
• Problem-solving and decision-making skills.
• Ability to multitask and prioritize tasks effectively.

Diversity & Inclusion

Hogarth is an equal-opportunity employer. That means we believe in creating a truly inclusive culture that values diversity, equity and inclusion for everyone through our ideas, our people, how we behave and how we conduct ourselves. We strive to recruit people from diverse backgrounds and support them to achieve long-term success. This not only makes Hogarth a better company and place to work, but an environment where everyone can give their point of view, experience connection, enjoy opportunity and feel a sense of belonging.

We welcome applications from everyone, regardless of race, ethnicity, religion or belief, gender, gender identity, age, national origin, marital status, military veteran status, genetic information, sexual orientation, or physical or mental disability. As part of our commitment to making our hiring processes as equitable as possible, we are currently rolling out a policy which ensures that hiring managers review CVs only after they have been processed through an automated anonymisation system. This aims to ensure that all candidates are considered for interview based solely on their experience and what they can bring to the role. The solution, provided by MeVitae, scans and redacts CVs to reduce potential reviewer bias.

Please contact careers@hogarth.com if you need the job advert or form in another format.

Data

We rely on legitimate interest as a legal basis for processing personal information under the GDPR for purposes of recruitment and applications for employment.

When you click the "Submit Application" button at the bottom of this page, this will send all the information you have added to Hogarth WW. Before you do this, we think it's a good idea to read through our Privacy statement. This explains what we do with your personal data when you apply for a role with us, and, how you can update the information you have provided us with or how to remove it.