Admin and Operations Support

6 months ago

Johannesburg, South Africa Profession Hub Full time

Our client is searching for an Admin and Operations Support to join their team in Johannesburg.

Responsibilities include coordinating all admin activities. Making decisions to improve general office Administration, handling and managing different aspects of the office from Admin support, accounts, Visitors support, Security, and accommodation management. Innovative solutions in resolving challenges through process improvements to increase efficiency and ensure the office operates smoothly and efficiently.

**Minimum Education, Experience and Core Competencies**:

- Bachelor’s degree in business administration or a related field may be preferred.
- 5+ years of increasingly responsible role in administration or business operations
- Additional certifications or licenses may be a plus.
- Ability to analyze information and develop effective solutions.
- Strong planning, critical thinking, problem-solving, and task and time management skills.
- Excellent interpersonal, leadership, coaching, and verbal and written communication skills.
- Proficiency in office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.
- Technical skills (Added advantage)
- Proficient in Excel
- Strong reporting skills
- Knowledge of cash management principles and/or procedures.
- Ability to read, sort, check, count, and verify numbers.
- Competency in MS Office, databases and Hands-on experience with spreadsheets
- Accuracy and attention to detail
- Well-organized and able to manage multiple tasks effectively
- Strong verbal and written communication skills
- Excellent interpersonal and relationship-building skills
- Ability to mobilize resources to achieve deliverables
- Ability to handle pressure and meet deadlines
- Must be a team player and have the ability to multi-task
- Detail oriented
- Strong organizational skills
- Interpersonal and team-building skills
- Organized with time management skills

**Competencies**
- Technical Capacity
- Financial Management
- Business Acumen
- Communication Proficiency
- Ethical Conduct
- Problem Solving/Analysis
- Strategic Thinking

**Essential Functions**
- Implementing administrative improvements as directed to improve operational effectiveness and efficiency
- Manage the office facilities to ensure they remain safe, secured and well-maintained
- Oversee the maintenance and repair work: Office and PSAMS guest houses
- Maintain office services by organizing office operations and procedures; maintaining effective record/filling systems; reviewing office supply requisitions and monitoring clerical functions
- Plan for or coordinate office services, such as equipment or office supplies
- Front office management, reception of VIP’s and coordinating dining arrangements
- Attend meetings and coordinate minutes
- Coordinate activities with other personnel or work with other units or departments.
- Assist with the recruitment process for new positions i.e. posting job ads, CV review process and interviews
- Supervise the work of the office, administration, or service support to ensure adherence to quality standards, deadlines and proper procedures correcting errors or problems.
- Monitor and ensure compliance with policies procedures and service standards in conjunction with management
- Maintain records about inventory, personnel orders, supplies or maintenance
- Determine office support requirements, such as facility details, staffing needs or safety or maintenance plans.
- Reconciles various expenditure reports to source documents; and file documents and reports.
- Assists in the preparation of budgets, and cost reports.
- Inform management and compile reports/summaries on activity areas
- Reconciling and reporting any discrepancies found in the records
- Producing a variety of reports
- Establish team atmosphere through leadership and team collaborative activities
- Utilize corporate support resources to deliver tactical and operational support by ensuring effective delivery
- Keeping Management informed by reviewing and analyzing special reports; summarizing information; identifying trends
- Control, organize, motivate, and develop all subordinates to meet KPI and other company objectives
- Manage Joburg expatriates and business visitors and coordinate suitable accommodation, transport & Security;
- Serve as point of coordinating cross-organizational practice support i.e. team building and training events and reporting
- Contributes to team effort by accomplishing related results as needed

**Physical Demands**
- Work is performed primarily in an office setting, and occasionally in an outdoor or plant environment
- Personal protective equipment is required when performing work in an outdoor or plant environment, including a heart hat, hearing protection, safety glasses, safety footwear, and other protective equipment as required
- Must be able to frequently sit and stand; occasionally walk, bend, squat, climb, reach and kneel
- Must be able to atten

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