Admin Assistant

2 days ago

Pretoria East, South Africa Stonebridge HR Solutions Full time

Requirements: Proficient in Microsoft Office, especially Word, PowerPoint, Excel, and PDF Pro (including creating fillable PDFs). Excellent attention to detail and high-level spelling accuracy. Strong problem-solving skills. Fluent in both Afrikaans and English (Essential) Responsibilities: Reception Receive and welcome guests; Manage inquiries on the phone in person; Arrange refreshment for guests and meetings; Answer telephone professionally, screen and direct calls; Take and relay messages; Coordinate boardroom bookings; Help coordinate all courier distributions according to the SOP. Maintain a neat and organised reception area. Secretarial function Assist the Head of Operations with secretarial and administrative tasks: General duties relating to a Personal Assistant; Diary management and scheduling of meetings; Typing and distribution of correspondence etc.; Travel and accommodation arrangements; Organize and maintain all physical and digital files in an orderly and accessible manner; Ensure all documents are properly labeled, categorized, and stored; Regularly update filing systems to reflect new and archived records. Adhere to confidentiality and data protection protocols when handling sensitive information Office Infrastructure Monthly stock take and ordering of office groceries Printer supplies and submitting printer counts to supplier on a monthly basis. Setting up of staff on printer. Stock taking and ordering of office stationery Liaising with the Office Park landlord in terms of complaints or requests from the employer. Training Administration Including but not limited to,in collaboration with Group Support Manager, Manage the groups National training administration in regard to; Arrangement and distribution of, save the dates and invitations for training sessions and workshops for all departments; Management of RSVPs and control of attendance lists; Printing, binding and collating of manuals, attendance registers, certificates and any related items where applicable; Distribution of communication and updates relevant to training and related matters; Attend to the set-up of training venues, set up of necessary tech and ensuring that all systems are working and ready; Ensure all training sessions are recorded accurately; Edit recordings as needed to maintain quality and clarity; Upload completed training session recordings to the HIVE platform in a timely manner Agent Onboarding Onboarding of new agents/users on various system, as well as assisting office that attempt this process internally; Ensure access to necessary system permission and adherence to the groups protocol; Informational updates e.g: photos, FFCs and contact numbers; Management of entire networks email signatures including communication with Propdata to fulfil needed actions; Management of agent off-boardings ensuring access to all systems are closed and all necessary parties are informed and up to date; General office administration, document and database management Attend to all the Employers general administrative tasks including: Typing, of forms, letters and documents as required by employer; Minutes of meetings; Agendas of meetings; Etc. Read and edit / correct formal letters, memorandums and / or newsletters drafted by any of the Employers Senior Managers when required. Assist with Termination Franchises when required; Offer assistance to the Employer in maintaining computer files and directories with regard to the Employers franchise network; Maintaining and updating of the following contact lists: Franchisee; Employers staff; Power Partner; and Panel Attorney Archive files of terminated Franchisees; Administration, template documentation and database maintenance Update and maintain the Employers template documentation in accordance with Employers CI Manual and strategies; Create, update and maintain template presentations in accordance with Employers Corporate Identity Manual and strategies; Compile and refinement of Power Point presentations, proposals and other presentations on an ad hoc basis, in accordance with Employers Corporate Identity Manual and strategies HUB meetings and group initiatives Assist with the coordination of HUB meetings and initiatives, including venue setup, refreshments, invitations, and marketing material. Help with typing and distributing meeting minutes. Support RSVP management and attendee administration for meetings and events. Assist with setting up, hosting, and recording online events and meetings. General duties and own office administration Perform own office administration and maintain a user-friendly filing system (manual and electronic) to ensure quick and easy reference to original documentation; Conform to all relevant standard operating procedures; Ensure data is backed up to the server at all times; Perform or assist with general duties of the Employer when and if required. Please note only shortlisted candidates will be contacted. If you have not heard from us in 2 weeks, please consider your application unsuccessful.

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