Pa, Office Administrator

6 months ago

Krugersdorp, South Africa Broll Property Group Full time

**POSITION PURPOSE**

**RECEPTIONIST / OFFICE ADMINISTRATOR / PERSONAL ASSISTANT DUTIES**:

- To provide administrative and secretarial support at our Centre Management office.
- The responsibilities are mainly focused on the front desk and with the first impression and good effective communication skills presenting Cradlestone Mall Management.
- Acting as the first point of contact between the Centre staff and clients; (clients refer to the Landlord, potential tenants, current tenants, contractors, service providers and Public, the shopper)
- Screening and directing telephone calls, assisting incoming queries regarding tenant contact details.
- Distributing correspondence on time and providing administrative assistance to the staff.
- Direct and assist contractors with the correct department regarding procurements policies regarding health and safety regulations. Keeps management well informed of area activities and significant problems.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**1. Assumes responsibility for effectively handling and managing the switcboard**:

- Operates the switchboard and console to connect, hold, transfer all incoming calls.
- Conflict skills.
- Ensures that all incoming calls, questions and complaints are resolved promptly by channelling calls to the responsible persons/departments.
- Provides general information to clients before transferring calls, resolving client/ tenant problems.
- All calls are handled professional manner, friendly, courteous and without delay.

**2. Assumes Office Admininistration duties**
- Order and manage stationery use.
- Petty cash handling and reconciliation
- Management pack filling and binding
- Preparing the boardroom for the meeting
- Collecting and capturing turnover figures on BOL.
- Answering calls and transfer to relevant extensions.
- Oversee office cleanliness and hygiene.
- Assist walk-in customers looking for space.

**3. Managing the telephone management system**
- Ensures the smooth running of the Telephone /PABX system.
- Provides management reports on a daily, weekly, and monthly basis, w.r.t. to call statistics.
- Updates management system by programming it with new information and changes as it occurs inside the company. No more than 2 days after being informed of such changes.

**4. Assumes responsibility for the effective performance of operations/assigned task to manage the Property and facilities.**
- Reports:

- Ensures that accurate tenant schedules are maintained for each building.
- Update telephone list and other telephone lists relevant to the centre.
- Collection and update tenant turnover figures and capture of turnovers on Broll online.
- Fault logging and closure.
- Distribution of tenant statements and meter reading slips.
- Admin invoice approval online.
- Drafting of parking agreements and admin control op parking.
- Sourcing and procuring office supplies.
- Handling and managing service providers and suppliers.
- Maintaining the office filing system and stationary.
- Manage the printers including toner.
- Manage office refreshments.
- Management and control receipting and sending of document/Parcel.
- Compiling of presentations and monthly reporting packs.
- Ensures that deadlines are met.
- Update work schedule and attendance register.
- Financial:

- Support manager with compiling petty cash receipts.
- Tenant liaison:

- Secure tenant personal information.
- General:

- Manage boardrooms.
- Tenant correspondance.
- Filing/ archiving.
- Annual audit preparation.
- Tenant complaints.
- Contractor liaison.
- Assist operations with key control and key register.
- Any other admin duty required from time to time.

**5. Assumes responsibility for establishing and maintaining effective business relations with clients, vendors, and trade professionals.**
- Assist with queries promptly and effectively.

**6. Assumes responsibility for establishing and maintaining effective working relations with vendors, contractors, and personnel.**
- Assist and support, department personnel.
- Coordinate activities between departments and conveys information as needed
- Keep management informed of any risk or problems.
- Promotes goodwill and a positive image of the Company.

**7. Assumes responsibility for related duties as required or assigned.**
- Ensures that work area is clean, secure, and well maintained.
- Completes special projects as assigned.
- Reports on Operational expenses, foot traffic, security incidents etc.
- Professional, presentable and well-spoken.
- Good analytical, problem-solving abilities and numerical skills
- Attention to detail and good organisational skills including the ability to maintain a high level of accuracy in preparing and entering financial information

**8. Assumes FM Admininistrative duties**:

- Accruals progress.
- Timely raising of Purchase orders.
- To obtain related proforma invoices/quotes, ensure there are address accurately and raise PO’s every Wednesday.
- BOL fault centre usage.
- Provide

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