Administration Assistant - Site Services at Aspen Pharma Group

ROLE PURPOSE: 

• To ensure efficient and effective support to the Site Services Department of the Aspen Global Headquarters, “Aspen place”.

OFFICE MANAGEMENT FUNCTIONS:

• Undertake general administrative duties as directed by Site Services Manager
• Maintenance of an effective and efficient filing systems / functional databases
• Orders & overseeing maintenance of site services equipment, e.g. coffee machines
• Supervise office hygiene - orders with Livclean & stock control with cleaners
• Reviewing invoices for correctness
• Full processing of all SAP PO’s and following up on outstanding Invoices for 3 key divisions.
• Ensuring that the invoices are submitted timeously to Finance for payment
• Tracking of all invoices for 3 key divisions on an Excel spreadsheet
• Sites Services Helpdesk –Assisting with issues and requests from staff in matters relating Aspen Place
• Completing of vendor forms and requesting necessary forms from the suppliers so they can be added on the system
• Act as stand-in Receptionist & Boardroom meeting coordinator as and when required – fulfilling all the duties provided for in the job description of this role
• Assist Maintenance & Facilities Coordinator with any administrative matters in relation to his / her duties

ADDITIONAL OFFICE FUNCTIONS:

• Responsible for all provisions and groceries as may be required for Aspen Place (stock control, distribution and monitoring of stock usage
• Distributing of food items to Building Security and Liv Clean on monthly basis
• Assist with various general maintenance and operational tasks/issues to ensure smooth running of the building
• Provide assistance and back-up support with:

1. Security
2. Fire Alarm system
3. Maintenance of grounds
4. Generator
5. UPS
6. Lifts
7. Pond
8. Parking
9. Tenants Area

Requirements

EDUCATIONAL QUALIFICATIONS AND EXPERIENCE:

• Matric/ Grade 12. Administrative or Secretarial Diploma preferred
• The ideal candidate will demonstrate at least 2-3 years minimum administrative experience.
• Proficiency in MS Word Internet and Email at an intermediate level
• Advanced MS Excel
• SAP S4 Hana – Purchase order creation and material management module experience
• Switchboard experience 
• Boardroom bookings system / basic boardroom technology set-up 
• Strong administrative skills
• Willingness to stand in for Receptionist & Meeting Room Coordinator
• A proven track record of and commitment to excellence in customer service
• Telephone Etiquette/Reception skills
• Willingness to assist after hours at Aspen Place as may be required from time-to-time

TECHNICAL COMPETENCIES AND SKILLS

• Excellent communication skills (verbal & written), ability to deal with people on a corporate level
• Customer service skills, ability to handle basic customer service queries and requests adeptly
• Professional demeanor in both appearance and attitude
• A very positive, friendly, likeable personality with excellent interpersonal skills
• Ability to use own discretion and good judgement
• Adapt at managing multiple tasks without getting flustered
• Excellent organizational skills
• Meticulous attention to detail and accuracy
• Ability to plan, organize and prioritise independently
• Flexible approach, willingness to work after hours should the need arise
• Demonstrates skills in using phone systems, copiers and printers
• Ability to assist in coordinating meetings and assist with management of large corporate events held at Aspen Place  

KNOWLEDGE

• Switchboard management
• Courier dispatch and receiving
• Boardroom management

Closing Date: 13th, July 2022