ADMIN EXECUTIVES-RANDBURG

The Role: Admin executives
Permanent
Based in Randburg

 

Job Summary:

The administrative executive is responsible for providing personalized secretarial and administrative support to the executive and Management Team in a professional and timely manner. To maintain efficiency and administration systems, looking to improve and develop where necessary. A strong communicator who can receive and process complex information in an efficient way and in return pass on required key-information and action points to the Team.

The Administrator ensures that everything behind the scenes is running smoothly and can multi-task with ease.

Key Responsibilities:
Assume the role as the primary point of contact between the executives, Management and internal/external clients
Maintain a daily electronic journal, arrange meetings, appointments and provide reminders as needed; maintain a master corporate calendar of all conferences, all-hands events, holidays, and vacations
Produce professional-quality reports, presentations and briefs.
Develop and carry out an efficient documentation and filing system for both paper and electronic records
Delegate tasks as appropriate to other members of the team
Monitor office supply levels; reorder when appropriate
Maintain the financial administration of the office including: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
FM Helpdesk management, monitoring and responding to job requests, including liaising proactively and reactively with other staff and supply chain partners.
Production of monthly reports identifying performance against agreed targets and budgets.
Manage all incoming mail.
Type minutes with accuracy and circulate in a timely manner. If requested, attend meetings and minute take.
Maintain both soft and hard filing systems, ensuring consistency and support management team where required
Handle requests, feedback, and queries quickly and professionally
Skills and Experience:
Bachelor Degree in  Business Administration is preferred.
Previous administrative or secretarial experience 
Basic bookkeeping and math skills
A Qualification in customer service or business administration is desirable.
Office administration experience for example: writing agendas, taking minutes, filing and screening calls
Exemplary planning and time management skills
Financial administration experience including raising purchase orders and reconciling invoices
Experience managing and monitoring FM contracts and service level agreements (SLAs)
Experience working with and supervising contractors and suppliers
Skills and personal attributes:
Excellent written communication with the ability to prepare and proof read tender documents
Strong numerical skills with the abilit