Operations Administrator

4 weeks ago

Bedfordview, South Africa Ann Swann Personnel Services Full time

2023-08-07 - 2023-09-06

Permanent

JHB001720
- Logistics, Warehouse & Freight- Gauteng, Bedfordview
- (Market related)- An exciting opportunity for a highly motivated and detail-oriented

**Responsibilities**:

- Organising and scheduling operations activities (i.e., Wellness Days, Events, launches etc.)
- Receiving and managing all confirmed bookings for wellness days from clients and medical aids
- Taking minutes at meetings
- Liaise and confirm with clients and business partners for bookings received - ensuring all details and numbers are accurate and correct
- Update all relevant schedules as bookings are confirmed - manage all schedules and ensure all changes are updated
- Compile staffing schedule confirmed for event and book required staff for the day to ensure deliverable
- Communicate with nurses/providers to determine availability;
- Stock Requisition forms to be completed and sent through to the Warehouse
- Travel and accommodation bookings to be completed
- Liaising with all external service providers
- Customer schedules to be communicated to clients
- Ensuring all site complications and issues are resolved
- Planning of travel site arrangements and bookings
- Once sites are completed, ensuring report sheets are completed and data is managed within stipulated time period
- Compiling reports
- Staff record keeping for compilation of salaries for all contractors and overtime for permanent employees
- General administration, filing, data capturing, minutes etc.

**Operations Department Administration**:

- Handle day-to-day administrative tasks within the operations department, including documentation, record-keeping, and filing.
- Assist in organising meetings, scheduling appointments, and coordinating calendars for the operations team.
- Support in preparing reports, presentations, and other relevant materials for internal and external stakeholders.

**Event Organisation and Coordination**:

- Collaborate with the operations team to plan and execute various operational events.
- Coordinate logistics, such as venue booking, equipment setup, and catering arrangements.
- Communicate event details to participants, ensuring all necessary information is provided.
- Support event attendees and address any queries or concerns during the events.

**Pre-Event Preparation**:

- Assist in creating event-related materials, such as agendas, handouts, and promotional items.
- Develop and maintain timelines to ensure smooth event preparation and execution.
- Coordinate with vendors and suppliers to secure required resources for events.

**Post-Event Follow-Up**:

- Conduct post-event evaluations, gather feedback, and analyse event success metrics.
- Prepare event reports summarising key takeaways and recommendations for future improvements.
- Ensure timely completion of post-event administrative tasks, including expense reconciliation.

**Independent and Team Work**:

- Work independently on assigned tasks and take initiative to improve operational processes.
- Collaborate effectively with the operations team, fostering a positive and productive work environment.

**Qualifications and Skills**:

- Proven experience in administration and support roles, preferably in an operations or events management context.
- Advanced proficiency in Microsoft Excel and other data management tools.
- Optional proficiency in Canva or similar graphic design software.
- Excellent organisational and time management skills to manage multiple tasks and deadlines.
- Strong communication skills, both written and verbal, to interact with stakeholders at all levels.
- Resourceful problem solver with the ability to think critically and make sound decisions.
- Detail-oriented with a focus on accuracy and quality of work.
- Ability to work under pressure and adapt to changing priorities.

**Education and Experience**:

- A Degree/Diploma in a relevant field (e.g., Business Administration, Event Management) is preferred but not mandatory.
- Previous experience in operations administration or event coordination is advantageous.
- For more information please contact:

- Brent Proudfoot

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