ADMIN EXECUTIVES

Admin executive

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

• 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 ability to read financial information and present financial reports
• Confident telephone manner
• Problem-solving and decision making
• Proactivity and self-direction
• Knowledge of office management systems and procedures
• Ability to multi-task and priorities a high volume of incoming jobs
• Well-developed communicator both verbal and written
• Previous experience working within the financial services industry or similar is desirable.
• Previous experience of helpdesk operations or similar support role is desirable.
• Previous experience of working in a busy and demanding environment
• Experience of MS office packages such as Word / Excel is essential.
• Ability to demonstrate professionalism, discretion and confidentiality at all times