Inception Office Administrator at G4S

Main Responsibilities

Site Inspections

• Initiate client calls to arrange site inspections, confirming mutually convenient dates and times.
• Record detailed information for each site inspection, capturing all relevant data and observations.
• Monitor the status of ongoing inspections and promptly address any issues or delays.
• Distribute finalized site inspection reports to the designated vendor and communicate the results of the inspection.
• Maintain the Site Inspection sheet by consistently updating it with accurate and current information.

Communication to Clients and Vendors

• Inform clients about the scheduled installation date and provide a courtesy call one day prior to installation to confirm arrangements and answer any queries.
• Manage and maintain relevant WhatsApp groups by facilitating communication, sharing important updates, and addressing inquiries or concerns.

CIT Management

• Send CIT (Critical Incident Team) notifications and reminders to the relevant team members regarding the start of service.

Ordering of devices

• Coordinate with authorities and forward necessary documentation to dispatch personnel for the timely loading of ABMs (Automated Banking Machines) as required.

Standard Operating procedure

To Ensure that the Business Information is appropriately protected by following the below recorded Policies:

• Info Security Policy
• Acceptable use Policy
• Crisis Management Plan
• Password requirements
• Distribute safety information as and when required
• Inception Policy and Procedures
• G4S Deposita Clean Desk Policy

Health and Safety

• Participate in safety forums created by company for example safety meetings and safety talks
• Report all safety incidents to the relevant people
• Discuss all safety incidents on all levels
• Attend safety education and refresher programs
• Comply with safety policies and procedures at workplace
• Distribute safety information as and when required

Qualification and Experience

• Grade 12 / Matric Equivalent
• A relevant tertiary qualification, such as National Diploma in Business Administration or an equivalent qualification in a related field
• A minimum of 2 years’ proven administrative experience, preferably within a corporate or business environment

Skills and Attributes

• Proficient Computer Literacy (Google Workspace / Microsoft Office)
• Strong organizational and time management skills
• Attention to detail
• Proficiency in MS Office Suite (Word, Excel, Outlook)
• Excellent written and verbal communication abilities