Operations Support Administrator - Woodmead at Spur Corporation

• A position has become available in the International Department at the Woodmead Office, Johannesburg for an Operations Support Administrator.
• The purpose of the job is to provide administrative, operational, and secretarial assistance and support to relevant operations management teams and regional operations management. To enable the operations leadership team to work seamless, be effective and productive in managing operations and to ensure the availability of verified and accurate information enabling the leadership team to make sound decisions that would ensure the achievement of organizational objectives.

Minimum Requirements    
Job Requirements:

• National Certificate Grade 12
• Executive Secretary/Office administration or similar
• 5 years’ experience
• Microsoft Office - full suite
• Advance excel skills - working with complex formulas.
• Working with office systems (valorous operations, accounting, and reporting systems)
• Advanced word and Dictaphone typing
• Collecting and verifying information
• Writing reports and emails - compiling meaningful information
• Preparing power point presentation
• Monitoring execution of certain operations functions (expense budgets etc)
• Budget control and expense claim verification and consolidation
• Arranging, invitation, meetings, set up and distribute agendas, venues, meeting room requirements, beverages
• Minute taking, preparing and distribution.
• Planning and organisation of events - monitor success outcomes
• Marketing and Branding administration
• Organising travel and accommodation arrangements
• Executing office management tasks
• Conducting Stock Control
• Working with people and building strong relationships
• H&S roles - representative or first aid or fire prevention - provider registration

Duties and Responsibilities    
Role and Responsibilities
Financial

• Ensure all purchase orders, invoices and expense claims are verified as accurate within approved budgets and approved for payment.
• Conduct approved purchasing and placing of orders i.e. office supplies and uniforms
• Verify invoices for accuracy and approval and submit for payment.
• Approval of invoices - where applicable - for payment
• Verify all expense claims for accuracy and approval - against proof of payment and reconciliation with card statements.
• Ensure the timeous submission of expense claims for reimbursement.
• Reconciliation and management of petty cash

Customer

• Dealing with Franchisee and customer/guest queries and complaint resolution
• Ensure Franchisees and Customers are received and answered in an appropriate, friendly and professional manner.
• Ensure that franchisee queries are immediately dealt with, directed to the right parties, and monitored for resolution.
• Ensure Customer complaints are immediately dealt with, directed to the right parties, and monitored for resolution.
• Ensure a quick turnaround on responded and reverting to Franchisees and Customers queries and complaints.
• Report on Franchisee and/or Customer complaints not resolved.

Internal Process

• Personal Assistant function
• Calendar management, meetings etc
• Travel arrangements
• Screening Telephone calls
• Screening emails and mail
• Filing
• Receiving and hosting of guests
• Dictaphone typing

Skills & Competencies

• Time management and the ability to prioritise.
• Discretion, trustworthiness and being able to keep confidentiality.
• Organisational skills, planning skills etc
• Problem solving skills.
• Working with confidential information            
• Working with people
• Adhering to principles and values
• Writing and Reporting
• Applying Expertise and Technology
• Learning and Researching                        
• Following Instructions and Procedures