Senior Frontline Administrator
1 day ago
This is a role that is shared between two companies who are both in the creative field, and there is a need to be able to manage the basic tasks that are shared in both firms, which are:
Front desk responsibilities
Managing incoming calls through PABX system.
Handling courier deliveries and collections.
Communicating studio alerts to studio
Organising meeting room schedule
Managing the maintenance of the premises and furniture
Overseeing cleaning staff
**Studio security**: managing keys; opening and closing procedures; alarm systems; etc.
Manage and update asset register for insurance purposes.
For the main studio, the following added administrative duties will be required to be handled concurrently:
- Extended hosting duties when required for important meeting
Arranging and managing catering
Receiving delegates and arranging transport, if required
Implementing and maintaining admin procedures/office administrative systems
Assisting Financial Manager with employment equity submissions
All travel arrangements for staff for local and international travel, including booking flights often through travel agent
Visa requirements, travel insurance and transfers on arrival are often required
Ordering stationery and managing office storage
Maintaining IT and AV hardware and software and liaising with outsourced IT support team to ensure all systems are
running smoothly
Managing a range of design software packages (AutoCAD; Enscape; SketchUp; Revit; adobe programmes; etc)
Organising induction programmes for new employees
Ensuring that health and safety policies are up to date.
Assisting the organisation's HR function by keeping personnel records up to date, arranging interviews and so on.
Collating of staff timesheet information and issuing to financial manager on a weekly basis
Minuting weekly status meetings with entire design team
**Key skills and personality traits are**:
Strong organisational skills who appreciates systems, order, and the upkeep thereof.
An ability to multitask readily and still retain strong attention to detail
Sound IT skills and good problem solving capacity and ability to manage software within the company
Ability to take initiative and to make a positive impact in the organisation through a positive attitude and manner
Excellent communication skills in English and at least one other language, with good telephone etiquette
Ability to build good relationships both internally and externally
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