Office Administrator at RCL Foods

Job Description    

• To serve as the coordinator between employees and the external travel service provider ensuring that employees travel needs are met.
• To proactively manage all administrative tasks in a timely and anticipatory manner to ensure that relevant needs are met.
• To oversee and plan all office maintenance ensuring the smooth running of the office and related facilities functions.

Minimum Requirements    

• Matric
• Valid Code EB drivers’ license
• Minimum of 1-2 years experience working in an administration environment
• SAP experience would be an advantage

Duties & Responsibilities    
Travel

• Liaise with employees in need of travel to determine destination, mode of transport, travel dates, accommodation, etc. required for Vector Head Office and Vector KZN
• Serve as the link between employees and the external travel service provider ensuring that employees’ travel needs are submitted to service provider in a timely manner
• Share itenary with employees once received from service provider
• Raise purchase orders (PO’s) and ensure payment is made
• Address employee queries and complaints and escalate where necessary
• Providing support and guidance on the travel process and expense claim process, to new and existing employees.
• To drive cost saving across air travel, hotel and car hire, by ensuring that travelers select the cheapest options

Company & Staff Cellphones

• Procure 3G data sim cards and other required sim cards in with company policy
• Coordinate ports between networks / service providers
• Coordinate sponsorship on split billing contracts for new employees
• Assist employees with cellphone upgrades with relevant network / service provider
• Maintain register for all sim cards in accordance with RICA legislation
• Calculate relevant monthly charge-outs by cost centre for all service provider billing

Office Support

• Maintain employee telephone extensions
• Maintain stock listing of obsolete desktops and laptops and ensure physical disposal thereof is in line with relevant procedure
• Liaise with relevant external service providers / suppliers for service maintenance issue at the office
• Manage and control office stationery stock level and staff requirements
• Co-ordinate and order business cards nationally
• Maintainable Non stock Contracts filling and scanning to a central server
• General office maintenance duties as required from time to time
• Adhoc Admin tasks as required

Printed stationery

• Maintain stock of all Vector numbered stationery at Head Office
• Supply branches with stock when requested
• Arrange bulk orders with external service providers and ensure delivery to relevant sites

Head Office Procurement

• Process MM Non Stock purchase orders as required from time to time

Trade and Credit Applications

• Coordinate all applications that are submitted to head office.
• Scrutinize completeness of application
• Coordinate authorization and distrution of the applications

Teamwork and self-management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritizing, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.

Support and drive the business core values.

• Manage colleagues and client’s expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilizing available training opportunities.
• Participate in, and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.

KPI’s

• Administrative efficiency
• Accuracy of documentation; records and data