Ops and Administration Support

7 months ago

Johannesburg, South Africa Progressive International Full time

**C**oordinating all admin activities. Making decisions to improve general office Administration, handling and managing different aspects of the office from Admin support, accounts, Visitors support, Security, accommodation management. Innovative solutions in resolving challenges through process improvements to increase efficiency and ensure the office operates smoothly and efficiently.

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 maintained
- Oversee the maintenance and repair work: Office and 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’s or office supplies
- Front office management, reception of VIP’s 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 or problems.

Monitor and ensure compliance with policies procedures and service standards in conjunction with management

Maintain records of inventory, personnel orders, 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; and file documents and reports.

Assists in the 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 meet KPI and other company objectives

Manage Joburg expatriates and business visitors and coordinate suitable accommodation, 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+ year’s 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, and verbal and written communication skills.
- Proficiency in office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.
- Technical skills (Added advantage)
- 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

For more information please contact:
**stephane francis

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