Operational / Logistics Assistant

3 weeks ago

Somerset West, South Africa Exceed Recruitment and Human Resource Consultants Full time

**Reference**: NB 7541

**Consultant**: Nine Broodryk

**Descriptions**:
Confirm appointments and follow-ups prior to meetings;
Allowing for travel time and meeting over-runs;
Ensure accurate date, time and location of meetings;
Where required ensure agenda availability;
Ensure meetings are correctly captured in the relevant diaries.
Flights, airport parking, taxis, accommodation etc.;
Visas and other travel docs;
Conference registration/passes
Support team arrangements and logistics
Ensure that a professional meeting request has been sent to the client and the staff;
Ensure that a company car has been booked where needed;
Ensure that the Client Engagement sheet is updated
Update the operations calendar once a month with schedules supplied by Support department;
Ensure that all sick leave/leave/working from home etc. is updated in the calendar and Payspace;
Internal communication of sick leave impacting operational tasks.
Ensure all client meetings/internal meetings/and ad hoc meetings are visible in the calendar.
Ensure that all staff training is captured in the relevant calendars;
Discretion to be used i.e. accurate time management of staff involved in said training;
Ensure that new staff members training schedule is updated as/when training is moved.
Ensure that our clients receive the correct information;
Arrange lunch and parking for the clients;
Ensure snacks are provided at the venue;
Ensure branded notebooks are provided;
Training material to be printed and provided.
Booking of a venue;
Designing of Save the Dates/agendas/name badges & distributing thereof;
Ensuring attendee lists are updated;
Liaising with the venue co-ordinators;
Flower arrangements/hiring of décor;
Researching speakers for the annual conference;
Choosing menu options;
Liaising with the venue for technical staff & arranging the necessary equipment;
Booking of any travel arrangements of staff;
Ensure that the tutorials and conference run smoothly.
Updating of internal documentation - ensure that all documentation align to Corporate Branding standard;
Checking of formatting, grammar & spelling of documentation before it is circulated to the client;
Ensure staff photographs are taken of all new staff & circulated to the correct people to update our website;
Assist with Reception duties should the receptionist be off ill;
Assist with making coffee/tea for our clients should the need arise;
Assist with ad-hoc duties throughout the office.

**Internal and external document management**:
Compile and circulate;
Ensure approval;
Ensure safe and confidential filing.
Follow up and collect signed client documentation - SLA, Modules signoffs, etc.;
Timely distribution;
Support to Project Management office
Managing access to
- and calendars of Directors.
Day-to-day tasks as required by Directors;
Travel arrangements - local and international.

**Qualifications**:
Matric;
High level of accuracy;
Advanced diary management;
Strong business acumen;
Forward thinking;
Aptitude for designing
Ability to work accurately and be detailed orientated;
Ability to work independently;
Ability to work under pressure;
People skills;
Excellent task & time management skills;
Excellent administration skills;
Positive attitude;
Excellence in discretion;
Adaptability;
High level of professionalism;
Professional image and presentable.
Ability and willingness to take ownership of personal career growth and direction, including long term job crafting.

**How to Apply**:
If you are already registered, please forward your CV and the relevant reference number to the consultant with whom you are currently registered in order to avoid duplicity on our system.

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