Office Support Administrator

**Job Purpose**

The core purpose of the position is to:

- Regional Office Support
- Travel Assistance
- Office Admin
- Staff Assistance

**Key Responsibilities**

**REGIONAL OFFICE SUPPORT (35%)**
- Responsible for the general office maintenance of the Centurion (JHB) Office)
- Tasks include but not limited to:

- Ensure that defects and faults are attended to as and when they become relevant. Monitor faults to conclusion in conjunction with the Facilities Manager
- Ensuring that a detailed inspection of the building on a daily and monthly basis and ensure that they are provided to the Facilities Manager
- Ensuring that the office space meets the Stowe standard at all times with constant monitoring for hygiene and appearance.
- Attend to any complaints from staff regarding the building both from a rented space and common building area, that affects our staff.
- Ensuring that the offices are well maintained and clean at all times as well as ensuring that the cleaners are managed to maintain this aspect.
- Daily walkabouts to ensure that the building is opened and shut down and to note, report or address any aspects noticed.
- Eliminate and attend to any areas of risk to the office space and related Landlord space that will directly impact on Stowe and its staff.
- Distribute proper communication to all staff of aspects relevant to office and the building on a regular basis.
- The alarm and security of the building will lie the responsibility of the Facilities manager, any repairs to such needs to be reported
- Assist with Stowe, Social Committee and Client functions were requested to do so.
- Responsible for the following reconciliations and management:

- Office Refreshments
- Stationery
- Tablet and Cell phone
- PR’s to be completed accurately
- Responsible for the issuing of stationery to Centurion staff as and when required.
- Responsible for the issuing of office requirements to new employees (access tags, alarm codes, if relevant, stationery, ensure workstation is prepared in conjunction with Line Manager, OHS induction is concluded, emergency routes are pointed out, as well as ensuring that staff are familiar with the office set-up together with the rules and regulations of the office.
- Responsible for the management asset register for the JHB office. This function includes but not limited to tagging the assets (furniture and equipment) in a sequential manner and updating on a spreadsheet to be distributed to the Finance department monthly.
- Ensuring that the equipment in the office is in a working order. Reporting to the Facilities Manager if there is a requirement for this.
- Monitoring all office relevant suppliers whilst onsite to avoid any risk.
- Monthly device inspections to be submitted by the 5th of every month and reconciled.

**OFFICE ADMIN (2%)**
- Requesting of quotes per request for existing vendors
- Arranging for the courier to various regions from Centurion
- General office assistance
- Assisting with the arrangement of regional functions
- Assisting with client meetings
- Assisting with Social Committee functions.

**REGIONAL OHS (3%)**
- Liaise with the H & S Officer in CT to ensure that the full implementation for OHS is actioned and maintained.
- Ensure that the JHB office is advised of the relevant procedures.

**STAFF ASSISTANCE (5%)**
- Ensure that staff are provided with guidance to compete the tasks that have been allocated to them.
- Ensure that staff have assistance as and when required.
- First point of escalation to the Facilities Manager.

**TRAVEL ARRANGEMENTS FOR ALL REGIONS (15%)**
- Arrangement for all travel requirements including, but not limited to, accommodation, flights and car hire for all regions of Stowe Holdings and Stowe Electronics Namibia
- The travel request template will be provided based on the travel requirements from the relevant persons requiring the travel

ACCOMMODATION:

- Should accommodation be requested, you will be required to arrange accommodation in the region and in accordance with the Finance Policy and Travel Policy
- The accommodation spreadsheet is to be maintained and updated continuously
- The accommodation booking information is to be completed on the travel request and sent back to the person requesting the booking
- When an EFT payment is required, the relevant information must be sent to the Creditors Administration for the preparation of the payment requisition

FLIGHTS:

- Should a flight be requested, you will be required to search for flights that meet the requirements specified in the travel request as well as those that are most cost effective
- The selection searched must be sent back to the person requesting the flight, who will advise on the most suitable flight option to then be booked accordingly
- All flights must be booked using the designated Credit Card provided for travel arrangements
- Details of the final booking made must be sent to the person who requested the flight

CAR HIRE:

- Should car hire be requ