Administration Officer

5 months ago

East London, South Africa BLACK UMBRELLAS Full time

**Job Purpose**

The Administration Officer will report directly to the Regional Manager and be responsible for the administrative functions of the Business incubator ensuring the front desk and telephones are covered at all times.

The primary focus of the role is to facilitate the smooth day to day administration of the Business Incubator and enhancing a professional working environment for colleagues, visitors, and stakeholders.

**Administration**
- Operate office equipment (copy, and scanning machines) with no supervision
- Manage the VOIP telephone system, internet connection, printers, copier and report all faults accordingly
- Assist in the administrative requirements of the Business Lounge including data input of routine reports, filing and computerized data entries
- ssist in office operations and administrative activities
- Oversee office equipment, furniture, supplies & repairs.
- Coordinate Business Lounge events, i.e. birthdays, staff social functions, as required
- Obtain, or assist Management in obtaining, quotations for approved purchases and assist.
- Produce administrative reports and correspondence as needed.
- Open and close the Business Lounge daily (Monday to Friday except for public holidays and other exceptions authorised by the Regional Manager
- Liaise with the caretaker and suppliers with regards to office maintenance and improvement
- Ensure adequate office supplies, including refreshments and stationery, are maintained, and ordered from approved suppliers as required
- Ad Hoc administrative support may also be required
- Oversee all Business Lounge visitors and ensure that Visitor and SMME access registers are effectively used
- Ensure that access to the server and storeroom are monitored and logged on the access register
- Manage and control the petty cash for the Business Lounge, including compiling the petty cash recon for finance
- Educate clients on the BU programme when required, either telephonically or as they walk in
- Request and digitally file criminal and credit records for all co-spacing clients prior to the signing of the agreement
- Upload new co-spacing client agreements to the earth core folder by the last day of every month.
- Send list of new co-spacing clients to finance before the 25th of each month for billing
- Invoice and accept payment for client services (printing/ ad hoc use of space)
- Maintain digital filing system for Business Lounge space clients
- Maintain database of all SMMEs
- Health and Safety protocols
- Be the health and safety officer for the Business Lounge
- Oversee the office assistant, to ensure that daily tasks are completed

**Entrepreneur Services**
- Present BU services to general walk-ins
- Conduct an initial screener for all walk
- in entrepreneurs
- Keep a good record of all forms to be signed for reporting purposes
- Load all entrepreneurs on Growth Wheel and constantly update the file
- Manage SMME bookings for Business Lounge
- Invoicing SMMEs for facility usage

**Job Type**: Temporary
Contract length: 3 months

**Education**:

- Diploma (required)

**Experience**:

- Word with computerized data entry: 1 year (required)
- knowledge of the NPO industry: 1 year (required)
- SMME: 1 year (required)

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