Operations Administrator

  • Posted:17 September 2019
  • Location:Pretoria, South Africa

To support the Marketing & Business development team as well as other Operations teams with administrative and coordination tasks.

Duties and Responsibilities

The incumbent’s duties include but are not limited to the following:

Operations Working Groups related activities

  • Setting up all monthly working group meetings including but not limited to Finance, Human Resources, IT and Marketing
  • Saving the agendas and minutes of all working group meetings on the online data management system to ensure effective record keeping
  • Coordinating the distribution of all working group meeting agendas and minutes to relevant groups

- Business Development Travel arrangements

Travel arrangements for inter-regional travel, training and marketing related initiatives including the following:

  • Vetting and sourcing the best service providers for our needs
  • Develop and build on relationship with travel agency
  • Sourcing the most economical and practical flights and routes for travellers
  • Booking flights for travellers within policy guidelines
  • Booking accommodation for travellers within budget guidelines
  • Booking of hired vehicles for travellers
  • Arrange and provide FOREX for partners who are travelling
  • Prepare pack with travel insurance, flight, transport and accommodation tickets/ vouchers for BD and Ops travellers
  • Work with secretaries in practice areas to familiarise them with travel process and policy for non-BD related travel
  • Reconciliation of invoices with travel agency 
  • Managing the reconciliation of costs to internal departments and individuals where relevant

- Business Development Trips/ Conference Meetings

Work with BD Assistant and Partner/s travelling on BD trips/ Conferences to set up meetings with clients

  • Use Inprotech to source client contacts and client contact details. Verify details and updates spreadsheet if different and share with Names to update.
  • Work on google maps to see distance between clients’ premises to allow sufficient time in between meetings for partners/s to travel
  • Manage schedule and update BD Assistant and Partner/s on a regular basis
  • Source photos of clients for Conference trips

- Marketing Collateral Management

  • Keep a stock list of all Marketing material (brochures, leaflets etc.)
  • Keep a stock list of all Spoor & Fisher branded clothing etc.
  • Keep track of banners etc. and liaise with internal parties to have it collected and returned for external events
  • Sell Spoor & Fisher branded clothing on Fridays and send costs to Finance to go off drawings
  • Reconcile stock lists on a monthly basis

- Administrative, coordinating and project related tasks for the COO

  • Assisting the COO in scheduling team and stakeholder meetings
  • Assisting with the administrative tasks related to projects that the COO is leading
  • Minute taking, record keeping and distribution of information on behalf of the COO 
  • Assisting with the administrative and logistical arrangements of the annual Partners Strategy Weekend
  • Assisting the COO with the preparation of presentations in PowerPoint, on Prezi or other online or print medium.

- Project co-ordination of the BBBEE grading project

  • Operating as the coordinator and internal facilitator of the BBBEE project
  • Liaising with the service provider on the project outline, requirements and execution plan
  • Working closely with the relevant ops teams in relation to the requirements of each team
  • Collating all information and documents required by the service provider to ensure a streamlined and efficient process
  • Managing each ops team to ensure that deadlines are met and information and tasks are timeously attended to

- Ad-hoc initiatives and tasks for the Operations Department

  • Assisting the COO and Operations Managers with ad hoc projects and initiatives, as and when required
  • Assisting the COO / Accounts department in setting up a Contract Management system
  • Assisting the Marketing & BD Department with administrative aspects of memberships, conference registrations, sponsorships etc.

Qualifications and experience

  • Matric
  • At least 10 years experience in an administrative or secretarial role within a professional services or corporate environment

Knowledge, skills and personal attributes

  • Good command of the English language
  • Proficiency in the basic MS office suite of applications i.e. Word, Excel and PowerPoint
  • Knowledge of and experience with MS Visio will be an advantage
  • Previous experience in using an e data management system will be advantageous
  • Keen attention to detail
  • Ability to reconcile credit card statements, process expense claims etc.
  • Team worker
  • Ability to multi task and prioritise
  • A sense of urgency and deadline orientation
  • Taking initiative and being pro-active
  • Excellent communication skills
  • Analytical thinking and problem solving ability

Preference will be given to candidates from the designated groups as defined in the Employment Equity Act and in line with Spoor & Fisher’s Transformation Policy.

Click here to apply.

Job Description

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