Office Operations Coordinator

2 weeks ago

Johannesburg, Gauteng, South Africa AVI Limited Full time

AVI LIMITED is home to many of South Africa's leading and best-loved brands Listed on the Johannesburg Stock Exchange and centred on the FMCG market, AVI's extensive brand portfolio includes more than 50 brands. Our brands span a range of categories including hot beverages, sweet and savoury biscuits and snacks, frozen convenience foods, out-of-home ranges, personal care products, cosmetics, footwear, accessories, and fashion apparel. We have a well-developed Shared Services structure spanning: International, IT, Finance, Logistics, Marketing, Procurement and Field Marketing, which allows us to take advantage of our scale. Our single-minded purpose is our brands' growth and development.

An exciting opportunity exists for an
OFFICE OPERATIONS COORDINATOR at
Financial Shared Services Division in
Bryanston,
Johannesburg.

The main purpose of the role is to:

  • Manage Document Control team
  • Maintain the Document Builder environment
  • Ensure HR Admin reporting is accurately completed
  • Ensure HR Admin Executive is supported
  • Ensure HR Admin department and Management Team are supported

Line Manager:
HR Admin Executive

Direct Reports:
Document Controllers

Job Specification:

Key Performance Areas:

-
Manage Document Control team and processes

  • Management of Document Control team, ensuring that the team's performance is consistent and delivers to SLAs for scanning and electronic documents
  • Manage processes between Payroll and Document Control to identify missing documents
  • Manage expectations of customers requiring documentation and assist with query resolution
  • Conduct audits on J6NY when required
  • Manage Service Levels, including driving staff to improve on existing SLAs
  • Ensure Document Controllers scan documents of high quality ensuring that documents are readable when downloaded from J6NY
  • Ensure Document Controllers assign documents to the correct categories on Electronic Documents to ensure they are mapped to the correct folders on J6NY
  • Monitor documents in external storage and timeframes for retention
  • Annual audit compliance and support
  • Maintain quality service by enforcing quality and customer service standards by analysing and resolving customer service problems
  • Manage performance of employees
  • Identify training needs of employees
  • Mentor employees in new skills development
  • Employee morale
  • Staff retention
-
Document Builder:

  • Design, test and implement new LOAs and Change Letters on SAP HRD, HRP and HRQ per Business Unit
  • Build and maintain ZLOA_1 and ZLOA_2 tables on SAP HRD, HRQ and HRP per LOA or change letter per Business Unit
  • Manage change requests for existing templates and design, test and implement requested changes
  • Work with site HR and Recruitment on improving LOAs
  • Amend LOAs to include legislation changes
  • Creation and formatting of new templates on Document Builder
  • Ensure documents generate on Fiori
  • Continuous improvement of Templates
  • Train new users how to use SAP Fiori
  • Maintain User Access Groups
  • Maintaining templates and letterheads
  • Collaborate with Epi-Use developers for system enhancements and upgrades
  • Continuous improvement for ease of use
-
HR Admin Reporting

  • Identify and frequently communicate with internal customers to measure HR Admin Service Delivery
  • Delivery of accurate HR Admin Report pack quarterly
-
Office Administration and Support
HR Admin and Strategic Costing and Management teams Setting of Agendas for meetings Taking and typing of minutes for meetings Scheduling of meetings with various stakeholders, internal and external customers Rerouting or personally handling various telephone calls Prepare and submit expense claims for all Senior Managers Ensure travel and expense claim policies are adhered to Travel bookings for HR Admin Updates and management to travel profiles, including authorisation rules on travel booking system. Provident Fund: Scheduling of meetings & training with members Distribution of notices/documents Catering Overseeing staff wellbeing and general needs are taken care of Personal Assistant duties to HR Admin Executive Resolving tasks and calls of a sensitive nature Stationery audit, ordering, stock and distribution. Event coordination for HR Admin Management of HR Admin StoreroomOffice maintenance:Ensuring all equipment is in working order The working area is tidy The office is well maintained Maintenance if Intranet HR Site Calendar Kitchen stock for central pause area. Process invoices Booking seminars Adhoc support to HR Business Partners Support as required to Management Accounts Team Design of quarterly Awards presentations Annual Asset assistance Computer asset disposals and acquisitions Onboarding of new employees Black Shares update to reports
Minimum Requirements:

Experience:

  • 3 years as an Executive Personal Assistant (PA) in Office Management
-

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