Operational / Logistics Assistant - Ref Nb 7541

2 weeks ago


Somerset West, South Africa Exceed Hr 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.


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