Administrator: Commercial at City Property Administration (Pty) Ltd

Job Purpose :

• To perform the general administration for the department and provide administrative support to ensure that all office and building administration run in an effective manner.

Perform administrative functions for the department.

•       Prepare documents for the department, correspondence, etc.
•       Prepare monthly pack as required.
•       Minute taking in meetings.
•       Accurate filing of documents.
•      Order stationary/office equipment, computers etc.
•      Provide assistance with the annual leave control for the department.
•      Conduct ITC listings and reports when required.
•      Coordinate the training for new staff.
•      Diary management and preparing in advance to ensure that there is no duplication in the dairy and allowing for rescheduling of meetings as required.  
•    Ensure that the teams are fully aware of scheduled appointments.
•    Book meetings and meeting venues.
•    Coordinate and provide administrative duties related to community projects and social events.
•    Ensure good housekeeping of the department. 
•    Summarize the timekeeping & telephone reports.
•    Recording registered mail letters and managing the petty cash related to those costs.
•    Distribute fleet management reports and recover reports with associated slips and forward back to Fleet Management.
•    Monitor team movements to ensure familiarity regarding their whereabouts.
•    Organize parking as required.
•    Control & collect all documents required for performance reviews and complete the necessary checklist/control sheet.   Follow up with employee regarding outstanding reports.
•    Weekly updating of relevant lists / schedules / report as required by the Department.
•    Manage the departmental mailbox and ensure work is distributed accordingly.
•    Create and assign check lists. Working conditions:
• Office based with limited travelling involved.
• Own transport not required.

Requirements
 Qualifications & Experience:

•      Matric qualification required. 
•       A relevant qualification will be preferred (e.g. administration or office management).
•      3-5 years’ experience in administration.

Skills & Knowledge Required:

•       MS Office skills required:
•       MS Word – Advanced
•       MS Excel – Advanced
•       MS Power Point – Basic
•       MS Outlook – Basic
•       Diary management.
•       Advanced typing skills.
•       Ability to maintain confidentiality.
•       Ability to meet set deadlines.
•       Administrative knowledge and skills including filing, drafting correspondence, minute taking, report writing etc.
•      Knowledge of customer service with internal and external stakeholders.
•      Telephone etiquette.
•      Basic event management Skills.  

Personal Attributes:

•       Problem solving – find solutions when emotions are involved.
•       Reality testing – be objective; see things as they really are.
•       Impulse control – resist or delay impulse to act.
•       Flexibility – adapting emotions, thoughts and behaviors.
•       Interpersonal relationships – building mutually satisfying relationships.
•       Empathy – understanding & appreciating how others feel.
•       Independence – be self-directed and free from emotional dependency.
•       Persuasion – negotiating, selling, influencing and attempting to persuade people or trying to change the point of view of others.
•       Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
•     Teamwork – cooperation with others, good-natured attitude and encouraging people.
•     Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
•     Rule following – adhere to rules and strictly follow work regulations.
•     Attention to detail – focus on details, strive for perfection and be well organized.
•    Innovation – creative and open-mindedness.