Business Operations Administrator

1 month ago

Cape Town City Centre, South Africa Jobted ZA C2 Full time

Position: Business Operations Administrator

Location: Bellville, Cape Town

Minimum Qualification Criteria:

- Degree in Business Administration, Facility Management, or a related field preferred.
- Experience with compliance and regulatory requirements
- 5+ years of experience as a Business/Operations Administrator or in a similar position
- Familiarity with banking procedures and documentation is beneficial
- Knowledge of office management systems and procedures Excellent time management skills and ability to multitask and prioritize work
- Strong organizational, planning skills and administrative skills.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office and data management software.
- Detail-oriented with strong analytical and problem-solving skills.
- Knowledge and understanding of FIC ACT
- Knowledge and understanding of POPIA
- Able to interpret law or legislation
- Able to draft and implement policies
- Customer service/support experience will be an advantage
- Able to delegate
- Self motivated
- Able to adapt easily
- Able to work independently
- Able to work under pressure

Roles and Responsibilities:

- Draft and implement policies for the FIC ACT
- Implement RMCP - FIC ACT
- Implement GAP Analysis
- Implementing POPIA
- Take responsibility for the administration and management of FICA processes including the research of new clients, review of FICA requests, FICA-related workflows, response to FICA queries and maintaining the FICA reports
- Complete ongoing training as necessary on the FIC ACT to keep up with the regulations
- Due diligence of clients
- Basic preparation of contracts for clients
- Handling administrative requests and queries from senior managers
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Maintain a filing system
- Client liaison
- Provide general support to visitors
- Answering calls and correspondences
- Drafting and mailing customer correspondence and newsletters. Ensure timeous resolution of all client/internal stakeholder correspondence, queries, and complaints
- Creating and maintaining excel reports on projects
- Relaying information, feedback and questions extremely accurately to the relevant party.
- Provide related responses based on information given by relevant party.
- Plan, direct, and coordinate multiple projects
- Feedback loop on "to do list" items.
- Checking up on own accord, relaying pertinent information to relevant party
- Develop and update administrative systems to make them more efficient
- Create standardized templates to increase workflow efficiency and decrease duplication of tasks Improving and adjusting templates as the business develops
- Resolve administrative problems
- Keep up to date with best practice methods.
- Keep up to date with latest technology that can be used to streamline workflow processes.
- Provide polite and professional communication Ensure client records are up to date
- Organising events, scheduling meetings/appointments, and making travel arrangements.
- Maintain meeting minutes
- Managing the maintenance of office equipment/supplies. Performing other duties as assigned.
- Assist with maintaining log-books as required.
- Coordinate office procedures
- Company secretarial duties
- Cooperate with other departments to ensure compliance with established policies
- Maintain trusting relationships with suppliers, customers, and colleagues
- Scheduling appropriate conferences and meeting rooms Updating spreadsheets and other data entry tasks
- Managing travel expense processes
- Using accounting and expense management tools
- Updating the companys social media pages
- Creating and maintaining office documentation
- Organizing health and safety and first aid and other statutory compliance training
- Organizing employee paperwork
- Maintaining and updating employees emergency contact information
- Updating employee handbooks and other relevant policy documents
- Helping schedule job interviews and exit interviews
- Executive assistant to MD Identify and source new costs saving opportunities and improve performance, policies, and programs Establish functional relationships with stakeholders providing services for the organisation
- Timeously submit all relevant reports to client/s or internal stakeholders upon request
- Giving feedback on office efficiency and suggesting possible improvements
- Manage the cleaning service.
- Check and monitor daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials
- Take ownership of health and safety of the office i.e., maintaining and updating office health & safety guidelines, organise training, fire evacuation procedures etc.
- Ensure compliance and confidentiality on data management systems
- Ensure automation and digitalization of data management processes
- Establish and carry out departmental or organizational goals, policies, and procedures
- Direct and oversee an organization's financial and budgetary activities
- Manage general activities related to making products and providing services
- Consult with executives, staff, and board members about operations
- Negotiate or approve contracts and agreements
- Analyze financial statements, sales reports, and other performance indicators
- Ensure that everything is organized and that both short and long-term plans are seamlessly executed.
- Coordinate repairs and maintenance
- Maintaining company share registers and share certificates Create and maintain Insurance register of equipment
- Create and maintain Asset registers
- Create and organise project codes and templates
- Keep mailbox organised and file accordingly

Key Personality Traits:

- Patience
- Resourcefulness
- Anticipates needs
- Emotional Intelligence
- Flexibility
- Editing and Proofreading
- Reporting Skills Analysis
- Strong leadership skills
- Teamwork
- Intelligence.
- Seeking to grow with a new company and reach higher positions
- Seeks stimulation, always looking for ways to improve and streamline.
- Able to deal with difficult people, defuse a situation.
- Getting to the core of the problem
- Always seeking to find easier/more efficient ways/systems to complete medial tasks
- Discretion and Judgment Professionalism

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