Administrator

SUMMARY:

• Responsible for providing administrative support to the team to ensure efficient running of the office.
• To assist the team through planning and coordination of information to optimize workflow procedures in the team.
• To be the point of reference for all queries, requests or issues and be an integral part of the unit.
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POSITION INFO:


• Responsible for providing administrative support to the team to ensure efficient running of the office.
• To assist the team through planning and coordination of information to optimize workflow procedures in the team.
• To be the point of reference for all queries, requests or issues and be an integral part of the unit.
• Matric
• Relevant Diploma
• 2 to 5 years proven Administration experience.
• The following computer skills and knowledge of office software packages are essential
• MS Word; PowerPoint; Excel; Outlook
• Knowledge of SAP will be an added advantage
• Organized and persistent, with drive and determination to achieve goals.
• Effective, versatile and action-oriented.

Financial / Shareholder Returns

• Prepare the department’s expenditure and / or invoices for processing.
• Keep appropriate record and regularly report on expenditures.
• Actual vs Budget monitoring and reporting

Internal / Operational Processes

• Provide general administration work including typing, reports, presentation slides, scheduling appointments, arranging meetings and collating minutes,
• Assist as required with above services throughout Technical Services Valuations Department,
• Ensure filling system is in place and updated (including Docupedia) to preserve knowledge in the team.
• Reports - assist with compilation, distribution and obtaining signatures for reports when team member is not available to do so.
• Maintain an updated contact list for the department.
• Maintain stakeholder database.
• Attend to the SBU requests for client allocation, within TSV department.
• Maintain due diligence scheduling and assist Manager to allocate new due diligence requests within the TSV team.
• Maintain IFRS pipeline and assist manager to allocate IFRS work within TSV Team
• Monitor the timing of due diligence undertakings to flag the need for TSV follow-up with clients.
• Timeously request and maintain record of ratings from SBUs and other internal clients for Technical Services department.
• Support the team with SAP travel bookings, claims and unit expenditure.
• Ensure that files are recorded correctly on H drive.

1. Administration of TSV Tender Assignments

(Procurement Process (RFQ) asset tagging tenders)

• Coordination of the asset tagging processing between external and internal stakeholders.
• Record keeping and Reporting of assets tagged and to be tagged.
• Verify information received from internal client within 3 days.
• Clarify and request additional required information within 3 days
• Produce and issue RFQ to external consultants
• Send Instruction to selected external consultant upon receipt of response to RFQ
• Close out report work instruction sent to valuer upon receipt of information from consultants.
• Process Invoices within 1 week of receipt of signed close out report invoice.

2. Procurement Process (RFQ) PEM, Land Building and other          Adhoc tenders

• Confirm valuations need by liaising with CSG based on SAP data
• Analysing collateral data taking into consideration the collateral prioritisation criteria and critical delivery dates
• Prepare and submit RFQ to Procurement
• Liaise and follow-up with Procurement liaison
• Provide professional administrative support to the team,
• Provide an efficient customer service to both internal and external customers
• Timeously capture valuation data on SAP.
• Ensure Sign off by valuers of data captureo on SAP
• Collateral Register: valuation data ManagementData Analysis for reporting

3. Pipeline Management

• Extract updated data from SAP for pipeline maintenance purposes
• Request information to determine adequacy for requested purpose
• Log transaction and allocate the required FAV resources upon receipt of required information
• Monitor and maintain the status of the pipeline
• Timeously request and maintain record of ratings from SBUs and other internal clients for Technical Services department.
• Data Analysis for reporting

 

 

4. Collateral Register: valuation data Management

• Timeously capture valuation data on SAP.
• Ensure Sign off by valuers of data captured on SAP
• Data Analysis for reporting

5. Other: Customer Focus Stakeholder Management

• Provide professional administrative support to the team,
• Provide an efficient customer service to both internal and external customers

Learning, Leadership People Growth

• Manage own development to enhance own competencies
• Participate in knowledge sharing in the team, such as ESRR trends and due diligence time requirements, lessons learnt, etc.
• Solutions Driven, Accountability and Innovativeness.
• Administration and telephone skills
• Planning and organising skills
• Attention to detail
• Ability to liaise and engage with both internal and external clients
• Computer proficiency
• Time management skills




 

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