Administrative Assistant at Allan Gray Proprietary Limited

Job description

Main Responsibilities

Service Desk Operation:

• Receive request or incident
• Check which Facilities team the request or incident needs to be assigned to
• Reassign and sub-task if more than one team is required to action the request or incident
• Print out requests or incidents for the Maintenance team and place in their in-tray
• Check during the day if Facilities groups (teams) are accepting assigned requests and incidents and advise them if they are not doing so timeously
• Manage internal disputes for requests and incidents not attended to
• Email weekly reminders to them to close requests and incidents
• Send monthly statistics report to Team Leader or HOD

Facilities Department Uniforms

• Manage point allocation system by ensuring that staff receive sufficient uniform items in order to perform their duties
• Source new suppliers if required
• Return and exchange items when required

Teambuilding

• Enquire when Facilities teams would like to have a quarterly team event and when they would like to go on their weekend away
• Enquire where they would like to go and what they would like to do
• Source a venue, ensuring that Allan Gray is able to make payment to the service provider
• Manage all logistics i.e. transport, meals, refreshments and attend the teambuilding event with the team if requested to do to so
• Ensure that all teambuilding is within the prescribed budgets received from Finance

Stationery:

• Receive requests from staff for stationery
• Source the best option and most cost effective from approved service providers and place orders
• Check and distribute to staff when the items arrive

Staff Wellbeing

• Place orders for all staff flowers and gift requests
• Process all requests for Facilities meal cards and maintain the meal card register by ensuring that an accurate record is kept and that all cards are signed for
• Process all requests for Facilities transport requests by creating accurate online trips and emailing these requests to approved service providers
• Ensure the correct process is followed for the issue of back supports and foot rests

General Administration

• Manage the departmental Library
• Filing
• Scan documents
• Laminate pages
• Fax documents

Additional Duties

The incumbent will be asked to perform additional duties on occasion

Qualifications

Grade 12 qualification

Skills/Competencies And Experience

• Computer literate;
• Customer focus;
• Good organisational skills;
• Ability to prioritise tasks;
• Good interpersonal relations and communication skills;
• Ability to use initiative and work in a team;
• Take ownership of tasks;
• Integrity;
• Accountability;
• Ability to keep and meet deadlines.