Administration Manager

SUMMARY:
Our client, a Private Property and Investment company, is looking for an Admin Manager to join their team.

POSITION INFO:
Requirements:

• BCom degree or equivalent qualification is preferred. 
• A minimum of 5 years of experience in a similar executive assistant or administrative role supporting senior executives.
• Strong experience with financial tracking, including updating and managing spreadsheets, and understanding of multiple revenue streams.
• Highly numerate, with a strong ability to manage financial reports and spreadsheets.
• Proficient in Microsoft Office Suite, particularly Excel for financial reporting and tracking.
• Ability and willingness to travel when required.

• In conjunction with CEO, maintain an organogram’ for all entities and assets.
• Maintain a cloud-based administration and filing system with respect to various trading entities including but not limited to:
  • Shareholder Agreement & MOI
  • Share certificates
  • Cap tables (shareholders and percentages)
  • Key entity details
• Annual financial statements.
• Key transaction history including copies of relevant signed contracts.
• Copies of key commercial contracts per entity.
• Maintain administration and filing with respect to various properties including but not limited to:
  • Fixed Asset Register (includes ALL assets)
  • Review and monitor maintenance of List of all systems per property
  • Review and monitor Servicing / Maintenance Year Planner and Schedule for all major systems and assets per property.
  • Review and monitor deliverables for the house manager(s)
• Motor Vehicles, Boats, Aircraft & Other
  • License schedule and implementation of License Schedule
  • Service schedules and implementation of Service Schedule
  • Insurance renewals (see below)
• Insurance
  • Participate in the annual insurance review
  • Record and implement outcomes of the review process.
• Financial & Administration
  • Assist with maintaining the monthly operational cash flows schedule.
  • Assist with payment approvals, ensuring approved payments are in turn loaded and released.
  • Assist to maintain report on Investment Returns Schedules.
  • Assist with the administration of all invoices and payments.
  • General administration – with general financial matters such as opening bank accounts, KYC / FICA, any project reconciliations.
• Personal Assistance
  • Bookings of helicopter landings (phone and book, indemnity form)
  • Car rental bookings
  • Restaurant bookings
  • Boat berth booking and organize boat manger to launch and retrieve boat
  • Possibly some other minor admin activities.
  • Possibly assistance with booking flights (infrequent), booking accommodation (infrequent and unlikely – likely CEO  will do himself.)