Departmental Co-Ordinator (Administration) at Sun International

Job Purpose

• To provide administrative and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders.

Education

• Grade 12
• Secretarial Diploma is an advantage
• Certificate in Adminstration 

Experience

• A minimum of 2 years administrative / secretarial functions

Skills and Knowledge

• Planning and co-ordination
• Handling information / following instructions
• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative
• Customer service orientation
• Relationship building
• Presentation skills

Key Performance Areas

Office Administrative Support

• Provide administrative support in the HR office (including responding to e-mails, mail and telephone)
• Type correspondence proficiently including letters, faxes, etc.
• Manage diaries and co-ordinate meeting appointments (including HR Managers and HR HODs).
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Submit expense claims to the Finance department as per company policy and procedures.
• Monitor staff leave as per department norms and company policy.
• Track staffing schedules and days off
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Develop a filing system (including records and reports) that enables others in the department to be able to access required documents
• Store confidential documents for safe keeping
• Troubleshoot and resolve first line queries and issues with guests and other stakeholders.
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Follow through on outstanding issues and action lists from minutes
• Provide administrative support on departmental projects, newsletters, memos, logging of assessments, etc.
• Process and follow-through on gaming licence applications (if applicable)
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements
• Coordination of HR Events

Meeting Co-ordination

• Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
• Complete and distribute agenda and minutes timeously
• Book meeting and assessment venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP’s and dietary requirements of the attendees.
• Assist with coordination of Staff roadshows; HR related events and Wellness interventions