Office Administrator

-Introduction

Through our client-facing brands Metropolitan and Momentum, with Multiply (wellness and rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations.
Role Purpose

Ensure the smooth running of the office by providing effective administrative assistance to the manager and team members.
Requirements

**Qualifications**
- Grade 12 or equivalent qualifcation
- Office administration or secretarial qualification

**Experience**
- 3-5 years' relevant experience.
- Financial services experience.

**Knowledge**
- Relevant business specific systems (e.g payments systems, travel bookings system, etc.)
- Knowledge of business correspondence standards

**Skills**
- Written and verbal communication
- Problem-solving skills
- Planning skills
- Interpersonal skills
- Microsoft Office
- Time management skills
- Coordination skills
- Attention to detail
- Event management skills
- Project management skills
Duties & Responsibilities

**INTERNAL PROCESS**
- Manage all incoming queries, calls and SLAs of the team by assigning, directing and escalating all queries.
- Consolidate monthly reports for the head of the department
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
- Escalate faults and other housekeeping issues within the Lakefield office with the relevant service provider and ensure queries are resolved within the given timeframes.
- Order and control office supplies for the L&P team, refreshments and equipment, in line with budget parameters.
- Develop and maintain relevant databases and records for the team, for ease of reference and retrieval of data.
- Support the induction activities for new staff members, by proactively managing and coordinating relevant activities.
- Diary management for the head of the department.
- Assist manager with scheduling meetings, venue sourcing, acceptance of meetings, discuss diary of manager on a daily basis.
- Manage asset registers for the team.
- Manage set up of laptops (staff experiencing problems or new staff).
- Requesting quotes to replace or reniew equipment and or software / Ordering of new laptops.
- Managing the register of hardware i.e. camera\proxima being used for training purposes

**CLIENT**
- Provide authoritative, expertise and advice to clients and stakeholders.
- Build and maintain relationships with clients and internal and external stakeholders.
- Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
- Make recommendations to improve client service and fair treatment of clients within area of responsibility.
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.

**PEOPLE**
- Develop and maintain productive and collaborative working relationships with peers and stakeholders.
- Positively influence and participate in change initiatives.
- Continuously develop own expertise in terms of professional, industry and legislation knowledge.
- Contribute to continuous innovation through the development, sharing and implementation of new ideas.
- Take ownership for driving career development.

**FINANCE**
- Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
- Consolidate and report on all financial transactions, in line with the allocated budget.
- Reconcile and maintain supplier accounts and records to ensure good standing
- Activities will include to do monthly re-imbursements to various vendors, i.e. rent, water and electricity, stationary, ext.
- Responsible for buying and re-stocking milk\tea\coffee\sugar and all the rest for the team as well as the training venues at Lakefield
- Contribute to the financial planning process within area.
- Identify opportunities to enhance cost effectiveness and increase operational efficiency.
- Manage financial and other company resources under your control with due respect.
- Provide input into the risk identification processes and communicate recommendations in the appropriate forum.
Competencies
- Documenting Facts
- Meeting Timescales
- Managing Tasks
- Adopting Practical Approaches
- Checking Things
- Upholding Standards
- Team Working
- Following Procedures

Policy

We are committed to Employment Equity, diversity and inclusion when recruiting internally and externally. All appointments are made in alignment to our Employment Equity goals and we encourage people with disabilities to apply.