Team Admin Assistant - ARRCC : Job Details

Please note - the successful applicant must reside in Cape Town

JOB SUMMARY:

The primary function of this role is to provide high-level administrative support to the Sub-Team Leaders. Although your time is allocated to the above-mentioned reports, you will be called on from time to time to fill in or aid other support functions in the organisation.

RESPONSIBILITIES

· Diary management.

o Managing and maintaining the Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.

o Following up with team members on information required for meetings and ensuring such information is ready prior to the start of the meetings

o Ensuring that cyclical /recurring meetings take place.

Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.

· Screening of calls

· Typing and meeting minutes

· Assisting with the filing and management of electronic mailboxes.

· Assisting with the setting up and administration of generic email responses.

· Creation and maintenance of various administrative databases

· Vision System Management - adding vendors, contacts, opportunities and projects

· Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.

· Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.

· Travel Management and arranging Forex

· Overtime approvals and provide weekly reports on overtime.

· Assist with stationary orders.

· Setting up boardrooms for skype/ conference calls

· Preparation for client visits – arrange lunch, meeting itinerary, house visits, etc.

· Thorough knowledge of and compliance with all SAOTA procedures and standards.

· Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.

· Support and assist staff with administrative tasks, as and when required

· Occasional assistance with matters of a personal nature.

INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS

· Updating of Templates

· Assisting with oversight of and adherence to office policies and procedures

· DRPRO system management.

· Creation and maintenance of deliverables, programmes and calendars

· SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.

PROJECT PLANNING AND BUDGETS

· RFP's

· Fee Proposals

· Accommodation schedules

· Project and resource planning

ESSENTIAL SKILLS AND CRITERIA

· Exceptional level of accuracy and attention to detail.

· Discretion and confidentiality are essential to the role.

· Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities

· Excellent knowledge of the Microsoft Office Suite

· Ability to remain calm, multitask and work under deadline driven pressure.

· Ability to build good relationships at all levels and the ability to work well in a team.

· Minute taking and touch typing skills

· Excellent organisational skills

· Able to manage sensitive and confidential information

· Able to work without supervision, to use initiative and be proactive while working within a team

· Ability to prioritise and manage own workload amidst conflicting demands and busy work periods.

· There will occasionally be a requirement to work additional hours which may include weekends.

· Able to demonstrate a high degree of professionalism

All Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.