Sanctuary Management Assistant

4 weeks ago

Cape Town, Western Cape, South Africa West Coast Personnel Full time

Join West Coast Personnel's dynamic team as a Sanctuary Management Assistant. This exciting opportunity involves overseeing the day-to-day operations of the sanctuary, including staff coordination, office procedures, and inventory control.

Key Responsibilities:

  • Coordinate daily, weekly, and monthly task lists for housekeeping and grounds staff
  • Ensure cleanliness and organization of common areas, staff accommodation, and public areas
  • Oversee sanctuary operations and procedures, keeping staff informed and updated
  • Design, implement, and enforce operational policies and procedures
  • Manage interactions with vendors and suppliers, including cleaning, catering, and security services
  • Coordinate office and sanctuary events, both in-house and off-site
  • Supervise procurement processes for office supplies, equipment, and inventory
  • Maintain and manage contract and vendor negotiations for office and sanctuary services

Financial Administration Support:

  • Oversee asset safety and ensure sanctuary property is maintained and secured
  • Liaise with insurance and security companies to ensure coverage is up to date
  • Assist in the preparation and submission of financial reports and administration
  • Manage petty cash, track expenses, and report to the Financial Manager
  • Maintain inventory management systems and ensure proper stock verification to prevent loss

HR Support:

  • Assist in HR administration, including staff training, capturing staff audits, and maintaining employee records
  • Support the recruitment and onboarding of new employees
  • Oversee staff leave and attendance records and assist in disciplinary procedures as needed
  • Manage payroll processes and submit payroll data to the Financial Manager
  • Maintain and update staff HR policies and ensure compliance with legal regulations

Administrative Support:

  • Support daily departmental operations, manage calendars, and assist with project administration
  • Compile and maintain weekly, monthly, and quarterly reports for the sanctuary and staff
  • Maintain digital filing systems, ensure policies, procedures, and reports are well organized
  • Maintain essential contact databases (e.g., vendors, suppliers, vets)
  • Oversee front office and reception duties as required

Partnership Development, Fundraising, and Donations:

  • Assist the Fundraising Manager with research, donation collection, and partnership development
  • Maintain a database of volunteers, donors, and potential fundraising partners
  • Assist in organizing fundraising events and supporting partnerships

Essential Skills and Competencies:

  • Proven experience in office management and administrative support
  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Email)
  • Strong organizational, planning, and time management skills
  • Excellent written and verbal communication skills in English
  • Strong understanding of HR management, financial administration, and procurement processes
  • Ability to work independently and handle multiple tasks in a fast-paced environment
  • Must be proactive, flexible, and solution-oriented

The estimated salary for this position is R70,000 - R90,000 per annum, depending on experience.

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