Office Operations Coordinator at AVI Limited

The main purpose of the role is to:

1. Manage Document Control team
2. Maintain the Document Builder environment
3. Ensure HR Admin reporting is accurately completed
4. Ensure HR Admin Executive is supported
5. Ensure HR Admin department and Management Team are supported 

Line Manager: HR Admin Executive 

Direct Reports: Document Controllers 

Job Specification:

Key Performance Areas:

Manage Document Control team and processes

• Management of Document Control team, ensuring that the team’s performance is consistent and delivers to SLAs for scanning and electronic documents
• Manage processes between Payroll and Document Control to identify missing documents
• Manage expectations of customers requiring documentation and assist with query resolution
• Conduct audits on J6NY when required
• Manage Service Levels, including driving staff to improve on existing SLAs
• Ensure Document Controllers scan documents of high quality ensuring that documents are readable when downloaded from J6NY
• Ensure Document Controllers assign documents to the correct categories on Electronic Documents to ensure they are mapped to the correct folders on J6NY
• Monitor documents in external storage and timeframes for retention
• Annual audit compliance and support
• Maintain quality service by enforcing quality and customer service standards by analysing and resolving customer service problems
• Manage performance of employees
• Identify training needs of employees
• Mentor employees in new skills development
• Employee morale
• Staff retention 

Document Builder:

• Design, test and implement new LOAs and Change Letters on SAP HRD, HRP and HRQ per Business Unit
• Build and maintain ZLOA_1 and ZLOA_2 tables on SAP HRD, HRQ and HRP per LOA or change letter per Business Unit
• Manage change requests for existing templates and design, test and implement requested changes
• Work with site HR and Recruitment on improving LOAs
• Amend LOAs to include legislation changes
• Creation and formatting of new templates on Document Builder
• Ensure documents generate on Fiori
• Continuous improvement of Templates
• Train new users how to use SAP Fiori
• Maintain User Access Groups
• Maintaining templates and letterheads
• Collaborate with Epi-Use developers for system enhancements and upgrades
• Continuous improvement for ease of use 

HR Admin Reporting

• Identify and frequently communicate with internal customers to measure HR Admin Service Delivery
• Delivery of accurate HR Admin Report pack quarterly 

Office Administration and Support – HR Admin and Strategic Costing and Management teams

• Setting of Agendas for meetings
• Taking and typing of minutes for meetings
• Scheduling of meetings with various stakeholders, internal and external customers
• Re-routing or personally handling various telephone calls
• Prepare and submit expense claims for all Senior Managers
• Ensure travel and expense claim policies are adhered to
• Travel bookings for HR Admin
• Updates and management to travel profiles, including authorisation rules on travel booking system.
• Provident Fund:
  • Scheduling of meetings & training with members
  • Distribution of notices/documents
  • Catering
• Overseeing staff well-being and general needs are taken care of
• Personal Assistant duties to HR Admin Executive
• Resolving tasks and calls of a sensitive nature
• Stationery audit, ordering, stock and distribution.
• Process of vendor applications for HR Admin
• Credit card applications
• Event co-ordination for HR Admin
• Management of HR Admin StoreroomOffice maintenance:
  • Ensuring all equipment is in working order
  • The working area is tidy
  • The office is well maintained
• Maintenance if Intranet HR Site Calendar
• Kitchen stock for central pause area.
• Process invoices
• Booking seminars
• Adhoc support to HR Business Partners
• Support as required to Management Accounts Team
• Design of quarterly Awards presentations
• Annual Asset assistance
• Computer asset disposals and acquisitions
• Onboarding of new employees
• Black Shares update to reports 

Minimum Requirements:

Experience:                                                                   

• 3 years as an Executive Personal Assistant (PA) in Office Management
• 3 years team management
• 3 years process and working with systems
• 1 years’ experience in HR practices 

Qualifications:

• Matric/Grade 12
• Diploma/Degree in Administration would be highly advantageous 

Additional Requirements:

• Working knowledge and in-depth understanding MS Office Suite
• Microsoft Excel (Intermediate: Look-Ups; Pivots; Formulas, etc.)

Previous SAP experience would be highly advantageous in particular in the following modules:

• SAP HCM System (Human Capital Management)
• SAP Query Manager: Document Builder
• SAP FI System (Financial System)
• Knowledge of the following systems would be beneficial:
• Enterprise Scan (Scanning system)
• SharePoint

Competencies:

• Thinking Analytically
• Thinking Rationally
• Attention to detail
• Building Relationships
• Articulating Information
• Setting Direction
• Staying Composed
• Planning and Organising