Administration and Operations Support

3 months ago

Johannesburg, South Africa JeloCorp Full time

Job Description:

Responsibilities include coordinating all admin activities. Making decisions to improve general office administration, handling and managing different aspects of the office from Administration support, accounts, Visitors support, Security, accomodation management. Innovative solutions in resolving challenges through process improvements to increase efficiency and ensure the office operates smoothly and efficiently. 

Duties & Responsibilities:

  • Implementing administrative improvements as directed in order to improve operational effectiveness and efficiency.
  • Manage the office facilities to ensure they remain safe, secured and well mainained
  • Oversee the maintenance and repair work: Office and the company guest houses.
  • Maintain office services by organizing office operations and procedures; maintaining effective record/filling systems; reviewing office supply requisitions and monitoring clerical functions
  • Plan for or coordinate office services, such as equipment or office supplies
  • Front office management, reception of VIPs and coordinating dining arrangements
  • Attend meetings and coordinate minutes
  • Coordinate activities with other personnel or work with other units or departments.
  • Assist with recruitment process for new positions i.e. posting job ads, CV review process and interviews
  • Supervise the work of the office, administration or service support to ensure adherence to quality standards, deadlines and proper procedures correcting errors of problems.
  • Monitor and ensure compliance with policies, procedures and service standards in conjunction with management.
  • Maintain records pertaining to inventory, personnel order, supplies or maintenance
  • Determine office support requirements, such as facility details, staffing needs or safety or maintenance plans.
  • Reconciles various expenditure reports to source documents; file documents and reports.
  • Assists in preparation of budgets and cost reports.
  • Inform management and compile reports/summaries on activity areas.
  • Reconciling and reporting any discrepancies found in the records.
  • Producing a variety of reports
  • Establish team atmosphere through leadership and team collaborative activities.
  • Utilize corporate support resources to deliver tactical and operational support by ensuring effective delivery.
  • Keeping Management informed by reviewing and analyzing special reports; summarizing information; identifying trends
  • Control, organize, motivate and develop all subordinates so as to mee KPIs and other company objectives
  • Provide direction and motivation. Seek, develop and apply where/when possible, new/improved methods of approach to the business process so as to ensure continual conformance, simplification and improvement to all facets of the office administration
  • Manage Joburg expatriates and business visitors and coordinate suitable accomodation, transport & Security
  • Serve as point of coordinating cross organizational practice support i.e. team building and training events and reporting
  • Contributes to team effort by accomplishing related results as needed.

Minimum Education, Experience and core competencies:

  • Bachelor's Degree in Business Administration or a related field may be preferred.
  • 5+ Years Increasing Responsible role in administration or business operations.
  • Additional certifications or licenses may be a plus.
  • Ability to analyze information and develop effective solutions.
  • Strong planning, critical thinking, problem-solving and task and time management skills.
  • Excellent interpersonal, leadership, coaching, verbal and written communication skills.
  • Proficiency in office technology and equipment, such as computers, copiers, scanners, fax machines and phone systems.
  • Technical skills (Advantageous)
  • Proficient in Excel
  • Strong reporting skills
  • Knowledge of cash management principles and/or procedures
  • Ability to read, sort, check, count and verify numbers.
  • Competency in MS Office, databases and Hands-on experience with spreadsheets
  • Accuracy and attention to detail
  • Well-organized and able to manage multiple tasks effectively
  • Strong verbal and written communication skills
  • Excellent interpersonal and relationship building skills
  • Ability to mobilize resources to achieve deliverables
  • Ability to handle pressure and meet deadlines
  • Must be a team player and have the ability to multi-task
  • Detail oriented
  • Strong organizational skills
  • Interpersonal and team building skills
  • Organized with time management skills

Competencies:

  1. Technical Capacity
  2. Financial Management
  3. Business Acumen
  4. Communication Proficiency 
  5. Ethical Conduct
  6. Problem Solving/Analysis
  7. Strategic Thinking

Physical Demands:

  • Work is performed primarily in an office setting and occasionally in an outdoor or plant environment
  • Personal protective equipment is required when performing work in an outdoor or plant environment, including hard hat, hearing protection, safety glasses, safety footwear and other protective equipment as required.
  • Must be able to frequently sit and stand, occasionally walk, bend, squat, climb, reach and kneel.
  • Must be able to attend to undue pressure resulting from travel changes/emergencies 

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