Administrator

Found in: Talent ZA C2 - 2 weeks ago

Cape Town, South Africa AFMS Group Full time
Multidisciplinary role incorporating various tasks and duties related to Operations support and administration

 
PRIMARY DUTIES
·        Operations Support and Administration
 
SECONDARY DUTIES
·        Work closely with operations teams and other departments
·        Prepare Excel, Word or Powerpoint materials as required
·        Taking minutes for operational and Management meetings
·        Typing minutes for operational and Management meetings
·        Assist with functions and events
·        Perform ad-hoc administrative tasks as required
·        Responsible for all record keeping, files and maintenance of files in accordance with company procedures and managing the electronic files.
·        Provide organisational / operational support to all operational management teams.
·        Manage information systems and the production of reports and data and spreadsheets.
·        Facilitate operational teams in reconciliations Health and Safety SLA.
·        Send monthly operational reports to QMS department
·        Facilitating bid administration
·        Managing filing and storage of relevant documentation.
·        Creating templates.
·        Format documents and reports to align with company QMS procedures.
·        Managing departmental communications from Ops department.
·        Managing the central Ops drive and repository
·        Support marketing department in collating information from ops teams
·        Supporting operations in setting up Sales and marketing opportunities.
·        Manage all client contract files including hard and soft copies.
 
Provide efficient and professional services to support all stakeholders and clients within operations
·        Respond to all requests and calls in professional manner, ensuring professional image is projected always
·        Ensure confidentiality of privileged information at all times
o    Discretion to be applied when handing out information
o    Any issues of a sensitive nature to be passed to relevant manager
o    Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person
o    Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person
·        Deal professionally with teams, visitors and guests
·        Schedule and organize meetings and appointments
·        Maintain appearance and adherence to business etiquette, and liaise with relevant department to ensure Ops is fully supported
 
It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.  
 
Prescribed procedures may be amended by management as and when required
 
Skills and Experience
·        Grade 12
·        Minimum 3-year administration experience with general knowledge of operations and facilities administration
·        Computer Literate in MSOffice

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