Support Specialist II

5 days ago

Brackenfell, Western Cape, South Africa Shoprite Holdings Ltd Full time
Purpose of the Job

The role of a Support Specialist II is to support the effective and efficient functioning of a Business Unit through the delivery of varied and complex administrative services. A resourceful and flexible approach is required. The position requires a strong degree of responsibility, discretion, and confidentiality. The role also coordinates projects, conducts research and analysis, and prepares reports or communications. The focus areas may include driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams, and serving in an advisory capacity to the project development team. The incumbent must be able to work on their own initiative, be self-motivated and proactive.

Job Objectives
  • Welcome clients and visitors with professionalism and attend to all calls promptly.
  • Establish good relationships with teams, internal and external stakeholders to uphold office efficiency and effectiveness.
  • Serve as the primary liaison between internal and external teams, clients, and vendors, ensuring timely and efficient handling of queries and requests.
  • Facilitate the seamless exchange of information among stakeholders.
  • Offer comprehensive administrative support to the leadership group and their teams to promote effective and efficient operations within the organisation. Meeting and event coordination
  • Coordinate and schedule appointments and meetings for the General Manager direct reports, ensuring all necessary arrangements are in place (invitations, links, meeting rooms, office access, etc.).
  • Prepare and maintain attendance records, minutes, agendas, and other meeting content and data for presentation.
  • Provide assistance to Senior Managers with diary management.
  • Organize events or conferences by arranging facilities and catering, issuing information or invitations, and coordinating speakers. General office coordination
  • Proactively plan and execute the efficient running of the office to ensure a well-maintained office environment that meets the requirements of the team.
  • Co-ordinate all administrative tasks for onboarding and termination team members.
  • Co-ordinate all travel requests and accommodation bookings for the General Manager and direct reports.
  • Develop and maintain an effective filing and document control system
  • Co-ordinate office supplies and ensure office equipment is always working.
  • Process invoices, raise Purchase Orders (POs) and follow up on payments where required.
  • Maintain records of payments and financial activities, and support with compilation of financial reporting
  • Compile and review expense claims of the General Manager and direct reports., highlight key concerns and present to the General Manager for approval. Continuous improvement
  • Coordinate and support the identification and execution roll-out of improvement projects Portfolio Coordination
  • Compile and capture data for monthly and quarterly reporting purposes.
  • Support with formatting documents, reports, and presentations.
  • Undertake research as requested by General Manager direct reports.
Qualifications
  • Grade 12 certificate - (essential).
  • Diploma or certificate in Office Management or a related field - (preferred).
Experience
  • 3 years' experience in a secretarial/clerical role with a good understanding of project services.
Knowledge and Skills
  • Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams, and Outlook - (essential).
  • Experience in a retail or FMCG environment – (desired).
Applicant Feedback Policy

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