Operations Administrator

6 months ago

Pretoria, South Africa Broll Property Group Full time

**POSITION PURPOSE**

**_Operations Administration:_**
Under general supervision, performs a variety of routine administrational duties as specified by established procedures. Reviews, prepares, and process administration for Operations Managers, Instructing and monitoring of contractors to ensure target dates are reached, Prep and submit all relevant documents for payments. Prepares weekly reports on meter status, manages and report on the offline list weekly. Ordering of new energy stock. Assist with minute taking as and when required. The Operations Administrator will be expected to work such hours and overtime as may be required by your job, from time to time. The functions below are an indication to the basic duties but may not include additional tasks as dedicated by the Portfolio Executive.

**_Receptionist:_**
Responsible for performing a wide variety of clerical and receptionist duties. Receives and screens telephone calls and visitors. Records and relays messages to appropriate personnel. Provides administrative information to Company personnel and performs miscellaneous support functions as assigned. Projects the Company’s professional image.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**1. Assumes responsibility for the accurate, efficient, and effective performance of routine administration of Operations functions.**
a. Keeping track of all Operations Managers diaries - Ensuring all meetings on site are booked
b. Obtaining feedback from those meetings and filtering through to the Property Manager
c. Obtaining urgent quotes where necessary whilst Operations Managers are on site
d. Compiling a database and working on additional contractor lists in rural areas
e. Tenants can call the Operations Administrators directly with complaints etc., which will address immediately and keep the Property Managers and Portfolio Executive informed.
f. Assists with motivations
g. Set up appointments with Municipality
h. Prepares monthly operations portion of management packs
i. Issues order numbers
j. Covers all admin and reduces the workload of the Ops Managers so they

**2. Assumes responsibility for maintaining effective communication and coordination with personnel and management.**
a. Keeps management informed of area activities and of any significant concerns.
b. Provides assistance and support to Operations Manager.

**3. Assumes responsibility for establishing and maintaining professional business relations with customers.**
a. Researches and resolves problems and questions or properly refers them.
b. Keeps customers properly informed of Company policies and procedures.
c. Maintains Company's professional reputation.

**4. Assumes responsibility for effectively handling and managing the switcboard.**
a. Operates the switchboard and console to connect, hold, transfer all incoming calls.
b. Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channeling calls to the responsible persons / departments
c. Provides general information to clients before transferring calls

**5. Managing the telephone management system**
a. Ensures smooth running of the telephone system
b. Provides management reports on daily, weekly, and monthly basis, w.r.t. to call statistics
c. 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.

**6. Assumes responsibility for the effective performance of assigned receptionist and clerical functions.**
a. Receives and screens telephone calls. Answers routine questions or directs them to appropriate personnel. Records and relays messages.
b. Performs various typing tasks including correspondence, approvals, and miscellaneous documents required for account processing.
c. Completes weekly department ordering functions.
d. Receives, opens, and distributes mail daily.
e. Maintains Department files.
f. All aspects of the Promotions co-ordination, esp with regards to booking of the promo courts in the centre and managing the payments thereof

**7. Assumes responsibility for related duties as required or assigned.**
a. Keeps work area clean, secure, and well-maintained.
b. Completes special projects as assigned.
c. Attends meetings as required.
d. Minute taking as and when required.

**PERFORMANCE MEASUREMENTS**

1. Good coordination and communication exist with other staff members.

2. Management is appropriately informed of area activities.

3. Assigned functions are efficiently and effectively completed in a professional manner.

4. Ensure offline list is managed effectively and in line with SLA.

5. Data base clean up.

6. Tariff Analysis

**EDUCATION/CERTIFICATION**:
Matric.
Post high school training or education in accounting preferred.

**REQUIRED KNOWLEDGE**:
General understanding of accounting principles.

**EXPERIENCE REQUIRED**:
2+ year of related experience required.
Operations Administration experience preferred (Property)

**SKILLS

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