Operations and Administrative Assistant

7 days ago


Pretoria, Gauteng, South Africa SBV Services (Pty) Ltd. Full time

About the Job Description

The Operations and Administrative Assistant - Facilities Division will be responsible for providing administrative support functions to the Facilities and Infrastructure department at SBV Services (Pty) Ltd.

  • Administrative Support Functions
  • Providing administrative assistance, such as writing and editing documents, drafting reports, and preparing communications on behalf of the Department.
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Completing all facilities-related duties as reasonably assigned by the Head of Facilities and/or relevant direct reports.
  • Supporting the coordination, monitoring, and communication of programs managed by the Head of Facilities and/or relevant direct reports.
  • Assisting in coordinating the work of the different functions within the facilities and infrastructure team.

Main Responsibilities

  • Compile presentations, reports, and maintain accurate records of all activities in the facilities and infrastructure department.
  • Collate departmental information and compile presentations for management and customer reviews.
  • Update and complete presentations required by management for monthly SLA meetings.
  • Gather information from internal and external stakeholders.
  • Analyze the information received for accuracy and identify trends. Follow up to clarify discrepancies.
  • Responsible for safe storing of records to ensure integrity, confidentiality, and availability by using different tools and techniques such as locking cabinets, password protection, encryption, backup, cloud storage, or shredding.
  • Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department's processes and quality management system is at all times in compliance with the standard.

Billing and Administration

  • Liaise with stakeholders to clarify discrepancies. Rectify discrepancies and submit to billing Department.
  • Assist with finance-related duties such as loading and processing invoices on Fraxion according to the agreed-upon SLA's and following up with the finance department regarding any outstanding payments to suppliers that were loaded within agreed-upon timelines.
  • Confirm and verify the billing information as per the SLA requirements and identify variances.

Internal and External Stakeholder Relationships

  • Serve as a primary point of contact between the Department and its internal and external stakeholders.
  • Create and maintain a library of relevant stakeholder and department's information.
  • Liaise with different internal and external stakeholders on variances identified and provide consolidated feedback. Build sustainable relationships and engage with internal stakeholders by executing all queries and concerns in a timely and professional fashion.
  • Provide administrative support to Head of Facilities and/or relevant direct reports.
  • Liaise with service providers to ensure maintenance of office equipment is conducted (i.e., Printers and Copiers) when required and in line with SBV procurement processes.
  • Escalate queries as per the Delegation of Authority.

Drive Organisational Culture

  • Drive the department's values while inspiring confidence and generating excitement, enthusiasm, and commitment towards the mission.
  • Be an advocate for SBV's Transformation and BBB-EE initiatives to ensure sustainable alignment to the company scorecard.
  • Provide leadership to employees within the organisation, creating a winning culture and high morale.
  • Initiate and lead a culture of performance-driven output through shared purpose vision and values.

Requirements

  • 3 - 5 years relevant experience in Facilities and Infrastructure environment.
  • Advanced Microsoft Office skills in Excel, Word, PowerPoint, Outlook, & must be proficient with MS Office.
  • Valid driver's license.
  • Grade 12 (Matric).
  • Relevant qualification (Diploma or higher) in Business Administration or a related field (NQF 6).


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