Snr Administrative Officer

SUMMARY:
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POSITION INFO:

SENIOR ADMINISTRATIVE OFFICER, BRYANSTON-GAUTENG

Reporting directly to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO)

SKILLS & EXPERIENCE REQUIRED

• Secretarial and Office Management Diploma or equivalent.
• A minimum of 5 relevant years’ relevant experience. Experience in a built environment consulting practice is preferred.
• Proven experience supporting senior managers or executives.
• Proficient in Microsoft Office Suite, particularly MS Word, Excel, PowerPoint and Outlook.
• Experience in the day-to-day supervision and management of staff.
• Experience in office management will be advantageous.
• Experience with Company Secretarial or Governance matters is an advantage.
• Thorough knowledge of corporate office operations and an understanding of organizational policies and procedures.
• Ability to format and type a full range of correspondence, reports, drafts etc. from rough draft, transcription, dictated notes, etc.
• Edit documents using knowledge of grammar, punctuation and spelling experience.
• Ability to take minutes at meetings.
• Ability to organize and maintain files electronically (including confidential files).
• Ability to compose complex letters and/ or memoranda, securing information from a variety of sources and exercise judgment in the selection of items to be included.
• Ability to screen letters, memos, reports and other materials to determine action required.
• Excellent written and verbal communication.
• Proven ability to work under pressure, multi-task, meet deadlines and detail orientated.
• Excellent interpersonal skills with the ability to work with diverse individuals.
• Ability to analyze and present information visually and clearly.
• Report writing skills.
• Ability to work independently and as part of a team.
• Ability to manage complex schedules, priorities, and competing deadlines.
• Demonstrated ability to handle sensitive information with discretion and always maintain confidentiality.

JOB RESPONSIBILITIES

Secretarial and Administration:

• Provide general secretarial functions to the CEO and CFO.
• Facilitate travel arrangements (booking of flights, hotels, cars etc.) for the Corporate Services team.
• Arrange and coordinate meetings and company conferences (including venue and equipment).
• Research, assemble and coordinate meeting materials for Board, EXCO, MANCO, Fincom, Shareholder meetings, AGM, Leadership workshops, etc.
• Write minutes of meetings, lectures, conferences, etc. from rough draft / recordings.
• Screen incoming calls to the CEO and CFO.
• Coordinate with internal and external clients on a variety of non-routine matters.
• Liaise with company-wide offices regarding administrative related matters.
• Detailed planning of the programme of work for the office and develop processes for efficient delivery.

Bryanston Office Management:

• Oversee the procurement of Bryanston office supplies, furniture, consumables and refreshments.
• Oversee collection and delivery requests in the Bryanston office.
• Manage the day-to-day operations as well as general maintenance and repairs of the Bryanston office.
• Day-to-day management of Bryanston office staff (receptionist, driver, and cleaner).
• Oversee lunches /refreshments in the Bryanston office for internal/external meetings.
• Manage the use of and maintenance of the Bryanston company vehicle.
• Allocation of parking bays and access cards to the Bryanston office staff.
• Ensure that deductions for the Bryanston office parking bays and/or lost access cards are submitted to HR (payroll).
• Communication with the landlord/service providers regarding the Bryanston office maintenance and related issues and ensure the effective and speedy resolution thereof.
• Manage the archiving of documents in the Bryanston office.
• Petty Cash Management (issuing and reconciliation).

Marketing:

• Liaise with CEO and senior management to identify items for inclusion in the InForm newsletter (2x per month).
• Access information from relevant persons for inclusion in the InForm and forward to external consultant for drafting into InForm.
• Act as the liaison point for information to be communicated from the CEO’s office.
• Ensure that the client’s social media presence is active by providing the relevant assistance and guidance.

Governance:

• Co-ordinate and assist the CFO on the Ownership aspect of the B-BBEE audit.
• Assist the CFO with the share sale process, i.e. liaise and co-ordinate with the Company Secretary on the share transfer process and ensure proper record keeping.
• Update the expanded shareholders list post the April share sale for tendering purposes.
• Assist with updating the MANCO risk register.
• Assist the CEO and CFO as and when required with presentations and company secretarial matters.

General:

• Compliance with and managing direct report with the company’s Quality Management System (ISO9001:2015) and Business Management System (BMS).
• Maintain regular and continued professional development through on the job training, in-house courses, seminars or outsourced specialist training as required and agreed with the CEO and/or CFO.
• Involvement in various special projects as and when required.
• Adhoc tasks as required.