SKILLS

Essential qualification and skills:
Minimum qualification: post-matric diploma in IT, business administration, book keeping or relevant field.
Minimum Experience: 2-4 years experience in administration within a large office environment.

Desirable attributes:

Strong communication skills: Coordinate with various stakeholders on various platforms without miscommunications.
A peoples person that will be a strong contributor to maintaining a healthy and positive office-culture for all employees.
Mature emotional-character and work ethic with strong moral compass.
Self-starter that is able to apply their mind and experience to problem-solving and work-flows.

THE ROLE

Office and IT Procurement

Supervise office assistant with procurement of general office supplies incl. refreshments, stationary, small assets, cleaning supplies.
Budget holder of Office budget for general office supplies.
Ensure that assets are promptly replaced when needed.
Procurement of Computer & IT equipment for all employees.
Manage Commercial insurance schedule for the office.
Supervise office assistant to run annual maintenance and repairs on office assets.
Administrate book keeping requirements for office procurement in collaboration with the finance department.

Liaison with suppliers and landlords

Liaise with suppliers e.g. Internet and phones service providers, electricians and handymen.
Liaise with building management e.g. parking arrangements and facilities.
Liaise with benefit brokers for appointments with employees.

Employee well-being

Ensure employees have equipment and facilities that are in good working order and ergonomically accurate.
Assist in administrating EAP program together with Discovery and Human Resources.
Host visiting employees from other regions.
Supervise office assistant regarding cleaning and upkeep of local office.
POC for various ad hoc requests and needs from employees.
Arrange periodical lunches and social events for employees.
Arrange gifting throughout the year: birthdays, Christmas, long-service awards, personal and professional milestones etc.

Events and marketing

Assist head-office in organising Group-wide conferences and team events annually.
Assist Business Development Territory-lead to arrange Marketing conferences with local external organisers.
Arrange internal celebratory events for career milestones, personal life events, birthdays etc.
Steward the company brand by extension from head-office regarding merchandising and Marketing assets and office signage and décor.

POC for new employees

Onboarding tasks related to IT, internal systems and welcoming events.
Coordinating 2 week-long induction programme with scheduling across many diaries.

Bookings and administrative assistance to Management

Booking flights, accommodation and rental cars for employees visiting domestic clients and International company offices and foreign employees visiting the Stellenbosch, South Africa offices.
Assisting management with filling in forms, drafting documents, Schedule meetings and admin as required.
Assisting with employees to obtain visas and necessary documentation.
Manage internal bookings system for meeting rooms and board rooms.

Various Ad hoc

Assist developers and software operations team with ISO accreditation audit admin.
Check local health and safety requirements and implement as needed.
Join the global office admin team with Corporate Social Responsibility projects such as recycling initiatives.
Overall ensure offices are well-maintained and functional.
Administrate internal biometric access control system.
Substitute for reception and switchboard when office assistant is absent

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