OFFICE ADMINISTRATOR - SATELLITE (CAPE TOWN)

SUMMARY:
Support the delivery of a consistently excellent customer experience acting as the first point of client contact at the provincial office.

POSITION INFO:

Key Performance Areas

Office administration and secretarial duties

• Maintain office filing and storage systems and keep filing / document management system up to date.
• Create list of documents to be destroyed as part of the annual document clean-up process.
• Monitor and order office supplies such as stationery & refreshments etc.
• Maintain supplier vendor list.
• Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
• Perform errands that assist daily functions e.g. post office and banking.
• May be required to perform additional secretarial duties.

Support needs of Provincial Manager where required:

• Coordinate and manage schedule, including meetings, appointments, and travel arrangements.
• Arranged necessary requirements for meetings or events occuring at Satellite office.

Support Banking Team:

• Check the intranet and update CRM in support of leads management for the Satellite Office.
• Scan client loan and grant application supporting documents.
• Save supporting documents on Onbase for relevant client file.

Perform reception and switchboard function

• Meet and greet clients, ensuring that clients are directed to the appropriate individual.
• Answer telephones, direct calls, take messages and return calls as appropriate.
• Responsible for directing of general queries to the appropriate individual.
• Events management and external stakeholder management
• Coordinate events with internal and external stakeholders where required and scheduling events ensuring they align with both internal and external stakeholders.
• Serving as the primary point of contact for all external stakeholders.
• Sending invitations, confirmations, and follow-up communications to participants.

Being a champion of governanace and reporting

• Champion governance and compliance by ensuring reporting documentation is done correctly.
• Ensuring that all governance-related documents are properly maintained and accessible.

Support financial and payroll administration

Asset Control and Purchase

• o Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
• o Periodically conduct stock take and update records to ensure balancing.

Payment Requests

• Prepare request for payments requisition together with supporting documentation; i.e. invoices, reports, memos, letters, client (financial statements) and other documents, as directed by the Provincial Head, send requests for payments where required to head Office.
• Provide documentation sourced from files and records as requested.
• Provide information for auditing purposes as directed by Provincial Head.
• Update all the relevant registers.
• Perform procurement related activities.
• Support fleet management.
• Manage Petty Cash.
• Accounts payables.
• Journal requests.

Effective and efficient management of the company records in on-site and off-site storage in accordance to legislation and the banks policies and procedures.

Records Management

• Ensure proper storage of records on-site in accordance with legislation and Conpany’s policies.
• Ensure effective inventory lists are available for records assets on-site for efficient tracability of records.
• Monitor and document records transferred to off-site storage to ensure accountability and tracability of records when needed.
• Monitor and document retrieved records from off-site storage and record tracking to ensure accountability and records tracability at all times.

Continued tracking and management of records in accordance to Company’s Retention Schedule, effective records monitoring of the required retention and the subsequent destruction process thereafter

• Manage and apply the records retention process on site in accordance to legislation and company’s policies and retention schedule
• Apply for required disposal permission and ensure effective management of the subsequent disposal of records including the proof of destruction certification process thereafter.

Preferred Minimum Education and Experience

• Relevant office or business administration certification or Relevant diploma
• Experience in administration in a similar position - 2 years

Critical Competencies

Administrative,

Computer Literacy,

Communication,

Co-ordination,

Reporting,

Interpersonal,

Planning,

Problem solving,

Writing,

Critical Thinking,

Active Listening

Additional Requirements

• Extended hours as and when required