Operations Administrator

2 weeks ago

Bedfordview, Gauteng, South Africa Ann Swann Personnel Services Full time
Permanent

JHB001720

  • Logistics, Warehouse & Freight
  • Gauteng, Bedfordview

- (Market related)
  • An exciting opportunity for a highly motivated and detailoriented

Responsibilities:

  • Organising and scheduling operations activities (i.e., Wellness Days, Events, launches etc.)
  • Receiving and managing all confirmed bookings for wellness days from clients and medical aids
  • Taking minutes at meetings
  • Liaise and confirm with clients and business partners for bookings received ensuring all details and numbers are accurate and correct
  • Update all relevant schedules as bookings are confirmed manage all schedules and ensure all changes are updated
  • Compile staffing schedule confirmed for event and book required staff for the day to ensure deliverable
  • Communicate with nurses/providers to determine availability;
  • Stock Requisition forms to be completed and sent through to the Warehouse
  • Travel and accommodation bookings to be completed
  • Liaising with all external service providers
  • Customer schedules to be communicated to clients
  • Ensuring all site complications and issues are resolved
  • Planning of travel site arrangements and bookings
  • Once sites are completed, ensuring report sheets are completed and data is managed within stipulated time period
  • Compiling reports
  • Staff record keeping for compilation of salaries for all contractors and overtime for permanent employees
  • General administration, filing, data capturing, minutes etc.

Operations Department Administration:

  • Handle daytoday administrative tasks within the operations department, including documentation, recordkeeping, and filing.
  • Assist in organising meetings, scheduling appointments, and coordinating calendars for the operations team.
  • Support in preparing reports, presentations, and other relevant materials for internal and external stakeholders.

Event Organisation and Coordination:

  • Collaborate with the operations team to plan and execute various operational events.
  • Coordinate logistics, such as venue booking, equipment setup, and catering arrangements.
  • Communicate event details to participants, ensuring all necessary information is provided.
  • Support event attendees and address any queries or concerns during the events.

Pre-Event Preparation:

  • Assist in creating eventrelated materials, such as agendas, handouts, and promotional items.
  • Develop and maintain timelines to ensure smooth event preparation and execution.
  • Coordinate with vendors and suppliers to secure required resources for events.

Post-Event Follow-Up:

  • Conduct postevent evaluations, gather feedback, and analyse event success metrics.
  • Prepare event reports summarising key takeaways and recommendations for future improvements.
  • Ensure timely completion of postevent administrative tasks, including expense reconciliation.

Independent and Team Work:

  • Work independently on assigned tasks and take initiative to improve operational processes.
  • Collaborate effectively with the operations team, fostering a positive and productive work environment.

Qualifications and Skills:

  • Proven experience in administration and support roles, preferably in an operations or events management context.
  • Advanced proficiency in Microsoft Excel and other data management tools.
  • Optional proficiency in Canva or similar graphic design software.
  • Excellent organisational and time management skills to manage multiple tasks and deadlines.
  • Strong communication skills, both written and verbal, to interact with stakeholders at all levels.
  • Resourceful problem solver with the ability to think critically and make sound decisions.
  • Detailoriented with a focus on accuracy and quality of work.
  • Ability to work under pressure and adapt to changing priorities.

Education and Experience:

  • A Degree/Diploma in a relevant field (e.g., Business Administration, Event Management) is preferred but not mandatory.
  • Previous experience in operations administration or event coordination is advantageous.
  • For more information please contact:
  • Brent Proudfoot

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