Club Developments Personal Assistant

Position Overview: The Club Developments Personal Assistant is responsible for supporting the Head of Club Developments in the areas of procurement, audits, project coordination, administrative duties, and policy management. The role requires strong organizational skills, attention to detail, and the ability to manage multiple ongoing projects across various locations.

1. Procurement

1.1 Verify that fuel logs are captured weekly and reconcile fuel usage with credit card statements. 1.2 Maintain a monthly record of electricity charges for all clubs and report on high-usage clubs. (A reporting sheet will be created for tracking and reporting purposes.) 1.3 Liaise with clubs regarding monthly cleaning material orders (by the 24th of each month), place and track orders, and report on usage trends. 1.4 File all supplier and club invoices by club name and prepare monthly invoice reports. 1.5 Review credit card top-up sheets weekly, notify of discrepancies, and submit invoices and quotes to Deon for review and approval. 1.6 Update and maintain the creditors monitoring sheet, prepare payment requests, and file invoices and quotes for approval.

1.7 Updated email register for all new clubs and new staff take-ons for approval from Deon

2. Club Audits

2.1 Verify that all club audits are completed on time (clubs by the 7th and HODs by the 15th).Report on any clubs that fall behind and provide a breakdown of audit results. 2.2 Assist with spot-check audits as required. (This may require travel.) 2.3 Follow up with department heads regarding audit outcomes and ensure response deadlines are met. 2.4 Assist with compiling and finalizing monthly audit results.

3. Club Developments

3.1 Arrange site visits and obtain quotations for projects. 3.2 File all quotations received and discuss them with Deon for evaluation. 3.3 Conduct reference checks for approved quotations and file them with supporting documentation for final approval. 3.4 Monitor contractor timelines, enforce project deadlines, and track progress using the Gantt chart. 3.5 Manage and update the Gantt chart with contractor action timelines. 3.6 Report on upcoming contractor payments. 3.7 Ensure contractor agreements are signed before project commencement and filed per contractor per site. 3.8 Coordinate site visits and prepare administrative documents according to brand standards. (Travel may be required.) 3.9 Report on any additional or unforeseen work done outside the agreed quotation. 3.10 Receive and file all contractor invoices for financial processing. 3.11 Record all project-related credit card slips and provide regular budget feedback.

4. General Duties

4.1 Review the travel planner for all HODs and assist with logging travel arrangements for Deon and Ronnie. Confirm travel plans by the 24th of each month and submit for approval to the Finance Director. 4.2 Follow up with HODs on unscheduled travel, record such travel, and report to Deon. 4.3 Schedule and manage Google Meet meetings as required.

5. Manuals and Procedures

5.1 Assist in updating all Club Development and Procurement manuals. Communicate any updates or changes to relevant departments. 5.2 Ensure all changes are noted, corrected, and properly documented. 5.3 Enforce procedures and protocols throughout the company in the areas of Club Development, Auditing, and Procurement. Liaise with HR to ensure proper steps are followed.

6. Uniform Management

6.1 Maintain and track uniform orders in collaboration with HR, ensuring records of issued items and payments are updated. 6.2 Obtain uniform quotations and submit them to Deon for approval by the Finance Director. 6.3 Distribute uniforms to clubs and maintain signed delivery and receipt records.

Working Hours

• Monday – Thursday: 08:00 – 17:00
• Friday: 08:00 – 16:00
• Weekends: As required (particularly when travelling or during project work).

Travel Allowances

• Petrol: Provided for work-related travel and audits only. This needs pre-approval from Deon
• Meal Allowance: To be discussed on long trip allocations

Job Type: Full-time

Pay: R8 000,00 - R10 000,00 per month

Work Location: In person