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Administrator

4 months ago

Sandton, South Africa TalentCru Full time
  • Responsible for providing administrative support to the team to ensure efficient running of the office.
  • To assist the team through planning and coordination of information to optimize workflow procedures in the team.
  • To be the point of reference for all queries, requests or issues and be an integral part of the unit.
  • Matric
  • Relevant Diploma
  • 2 to 5 years proven Administration experience.
  • The following computer skills and knowledge of office software packages are essential
  • MS Word; PowerPoint; Excel; Outlook
  • Knowledge of SAP will be an added advantage
  • Organized and persistent, with drive and determination to achieve goals.
  • Effective, versatile and action-oriented.

Financial / Shareholder Returns

  • Prepare the department’s expenditure and / or invoices for processing.
  • Keep appropriate record and regularly report on expenditures.
  • Actual vs Budget monitoring and reporting

Internal / Operational Processes

  • Provide general administration work including typing, reports, presentation slides, scheduling appointments, arranging meetings and collating minutes,
  • Assist as required with above services throughout Technical Services Valuations Department,
  • Ensure filling system is in place and updated (including Docupedia) to preserve knowledge in the team.
  • Reports - assist with compilation, distribution and obtaining signatures for reports when team member is not available to do so.
  • Maintain an updated contact list for the department.
  • Maintain stakeholder database.
  • Attend to the SBU requests for client allocation, within TSV department.
  • Maintain due diligence scheduling and assist Manager to allocate new due diligence requests within the TSV team.
  • Maintain IFRS pipeline and assist manager to allocate IFRS work within TSV Team
  • Monitor the timing of due diligence undertakings to flag the need for TSV follow-up with clients.
  • Timeously request and maintain record of ratings from SBUs and other internal clients for Technical Services department.
  • Support the team with SAP travel bookings, claims and unit expenditure.
  • Ensure that files are recorded correctly on H drive.

1. Administration of TSV Tender Assignments

(Procurement Process (RFQ) asset tagging tenders)

  • Coordination of the asset tagging processing between external and internal stakeholders.
  • Record keeping and Reporting of assets tagged and to be tagged.
  • Verify information received from internal client within 3 days.
  • Clarify and request additional required information within 3 days
  • Produce and issue RFQ to external consultants
  • Send Instruction to selected external consultant upon receipt of response to RFQ
  • Close out report work instruction sent to valuer upon receipt of information from consultants.
  • Process Invoices within 1 week of receipt of signed close out report invoice.

2. Procurement Process (RFQ) PEM, Land Building and other          Adhoc tenders

  • Confirm valuations need by liaising with CSG based on SAP data
  • Analysing collateral data taking into consideration the collateral prioritisation criteria and critical delivery dates
  • Prepare and submit RFQ to Procurement
  • Liaise and follow-up with Procurement liaison
  • Provide professional administrative support to the team,
  • Provide an efficient customer service to both internal and external customers
  • Timeously capture valuation data on SAP.
  • Ensure Sign off by valuers of data captureo on SAP
  • Collateral Register: valuation data ManagementData Analysis for reporting

3. Pipeline Management

  • Extract updated data from SAP for pipeline maintenance purposes
  • Request information to determine adequacy for requested purpose
  • Log transaction and allocate the required FAV resources upon receipt of required information
  • Monitor and maintain the status of the pipeline
  • Timeously request and maintain record of ratings from SBUs and other internal clients for Technical Services department.
  • Data Analysis for reporting

 

 

4. Collateral Register: valuation data Management

  • Timeously capture valuation data on SAP.
  • Ensure Sign off by valuers of data captured on SAP
  • Data Analysis for reporting

5. Other: Customer Focus Stakeholder Management

  • Provide professional administrative support to the team,
  • Provide an efficient customer service to both internal and external customers

Learning, Leadership People Growth

  • Manage own development to enhance own competencies
  • Participate in knowledge sharing in the team, such as ESRR trends and due diligence time requirements, lessons learnt, etc.
  • Solutions Driven, Accountability and Innovativeness.
  • Administration and telephone skills
  • Planning and organising skills
  • Attention to detail
  • Ability to liaise and engage with both internal and external clients
  • Computer proficiency
  • Time management skills