Office Administrator

3 days ago

Centurion, South Africa Momentum Life Full time

**Introduction**

Through our client-facing brands Metropolitan and Momentum, with Momentum Multiply (our wellness and lifestyle rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations.

**Role Purpose**

Providing business support to the business leader and designated team portfolio by coordination of operational tasks, projects, and processes. The key objective for this position is to assist The Channel Enablement Team and the Product Development Team in delivering on their marketing and communication responsibilities. A positive, detail-oriented assistant that works well under pressure, is required to support the two departments of a growing business segment. A hands-on role, which requires a team player to assist with the day-to-day administrative responsibilities and projects within the CE and PD departments. To manage multiple tasks and effectively meet deadlines.

**Requirements**:

- Matric or equivalent
- Post matric qualification in office admin or related (preferred)
- 2-5 years’ secretarial/administrative experience
- Advantageous to have experience in coordinating team-based projects and processes

**Duties & Responsibilities**

**Coordinate administrative activities in terms of operational tasks, efficiencies and processes in support of designated business leader and team portfolio**
- Monitoring and coordination of information within designated team portfolio
- Identification and flagging of administrative issues which potentially may inhibit flow of information and execution of tasks, and when necessary, ensure that issues are promptly communication to relevant role players
- Ensure effective and efficient contact with relevant internal and parties are maintained
- Ensure interaction takes place with the other business administration assistants, where relevant, across teams and the organisation, in service of effective and efficient administrative execution
- Ensure accurate information is circulated to the relevant parties in a timely manner
- Preparation of basic statistical information is prepared for analysis at higher levels (we will need to be specific about types of information.- Monitoring and coordination of information within designated team portfolio
- Identification and flagging of administrative issues which potentially may inhibit flow of information and execution of tasks, and when necessary, ensure that issues are promptly communication to relevant role players
- Ensure effective and efficient contact with relevant internal and parties are maintained
- Ensure interaction takes place with the other business administration assistants, where relevant, across teams and the organisation, in service of effective and efficient administrative execution
- Ensure accurate information is circulated to the relevant parties in a timely manner
- Preparation of basic statistical information is prepared for analysis at higher levels (we will need to be specific about types of information
- Ensure enquiries from internal and external clients on day-to-day issues are answered promptly and accurately
- Keeping abreast of relevant information/knowledge regarding business tasks, processes, and projects
- Ensure relevant business administrative tasks, projects processes are effectively co-ordinated within designated team portfolio
- Day-to-day issues related to the support of the business tasks, projects, processes within the area of responsibility are dealt with efficiently and effectively
- Coordinate diary management activities of the business leaders to effectively manage and optimise time.
- Coordinate detailed travel arrangements and compile all the relevant documentation for travel-related meetings
- Pro-actively correspondence and respond independently where possible
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
- Provide business administrative support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
- Support the flow of information, ensuring that matters requiring their personal attention are handled speedily
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
- Escalate client complaints and queries to the relevant department
- Ensure files are digitalised and easily accessible
- Collate, compile and distribute documents to the required standards within defined time-frames
- Processing of payment invoices and reimbursement claims
- Assisting with the booking of travel and accommodation for stakeholders
- Creating various financial reports in relation to budgets
- Assist with the execution of events, activities and collateral
- Assist with compiling minutes of regular department meetings updating advertising, marketin

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