Operations Coordinator

2 weeks ago

Cape Town, South Africa Huble Full time

Huble is an international, creative, digital business & CRM consultancy with Triple Elite HubSpot Partner status. Using the HubSpot platform, we provide solutions to increase our customer's level of CRM sophistication as well as delivering strategic consultancy across marketing, sales, service, and business operations - and we do it all whilst trying to strike a balance between professionalism and being human.

Our People Practice team is growing and looking for an **Operations Coordinator** who will take ownership of the day-to-day HR administration and operational areas of the business. Being a hardworking and self-motivated professional who prides themselves in working with speed and attentional to detail, will help you be successful in this role. We are fast paced organisation that is constantly adapting to change so being adaptable and flexible will help you drive this role. You will be exposed to all areas of business operations.

Our team serves as a strong support system and although we are determined, it is equally important for us to encourage a fun and collaborative work environment.

**These will be your key performance areas**:
1) On-boarding and Off-boarding employees
- Ensure all forms and admin with new employees are done including scheduling welcome and induction meetings as well as coordinating with all departments to prepare for their arrival.
- Purchase IT equipments and ensure that delivery is on time in all our regions.

2) Off-boarding exiting employees
- Arrange all admin and other exit tasks such as ensuring pickup and delivery of equipment to the correction location.
- Ensure business is aware and prepared for exit of staff member.

3) HR Administration
- Ensure accurate reporting of staff lists, birthday lists, anniversary lists so you can send out e-cards per event.
- Responsible for upkeep of staff folders and upkeep of staff information.
- Drafting of contracts, staff letters and other HR documentation.
- Liaise with employees regarding new equipment, travel requests, change of personal details etc.
- Scheduling of interviews, appraisals and other staff related diary events.
- Implementation of all administrative tasks required for HR processes.
- Ad hoc HR Administration.

4) Other administrative responsibilities
- Manage front office for Cape Town Offices including telephone calls for all our regions and the shared inbox.
- When required, book flights, arrange transport and make hotel reservations and restaurant bookings for clients and visits.
- Support with log monitoring and access logs for key systems.
- System owner support:

- Systems Log Monitoring
- Systems User Permissions Reviews
- Order company gifts if needed like Rockstar and Incentive vouchers.
- Assist with any ad hoc administrative queries.

5) Procurement Administration
- Owner of supplier contracts: support with procurement due diligence activities.
- Manage supplier database and audit updated requirements.
- Supplier liaison to ensure adherence to SLA.

6) Manage internal knowledge base (Tettra)
- Own HR pages by doing a continuous gap analysis of information to that needs to be added and updating accordingly.
- Liaising with department heads to ensure documentation is updated.

**Requirements**:
**This role is best suited for someone who has the following**:

- Extensive years experience in an administrative or operations role.
- Experience with global purchasing and shipping is advantageous.
- Administration, business or operations certification is beneficial.
- Working within an international organisation is beneficial.
- Exposure to working on Trello is beneficial.
- Being familiar with working on knowledge based software such as Tettra is desired.
- Exposure to working with suppliers.

**Personal Attributes**:

- Confident and professional.
- Strong administration, organizational and communication skills.
- Efficient, with the ability to multi-task and handle multiple priorities.
- Excellent time management skills.
- Excellent interpersonal skills with people at all levels.
- Excellent communications skills (written and verbal).
- Strong attention to detail.
- Proactive with a take charge work approach.
- Ability to handle stress and pressure.
- Strong ethics with the ability to keep information confidential.
- Willingness to contribute towards creating a fun, healthy, and productive workplace.

**Keen to Huble with us?**

If your skills, experience and future career aspirations are aligned to this role, we would love to hear from you.

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