Practice Administrator - Center of Digital Excellence (JHB) at Genesis Analytics

ROLE DESCRIPTION:

As the Practice Administrator, you will play a crucial role in supporting the day-to-day operations of the C0DE Practice across areas including people management, commercial success, meetings and events, relationship management, business development, and support to the Partner and Senior Management Team (SMT) on practice management. Reporting to the C0DE Partner, this role requires a blend of administrative expertise, exceptional organisation skills, and effective communication skills to ensure the C0DE practice runs smoothly. 

We offer you a steep learning curve while providing an opportunity to make a difference. We offer meaningful work with professional, talented, and supportive teams; mentoring, and regular feedback from partners. You will learn:

• How to work effectively in diverse, lean, agile, and professional teams.
• How to communicate effectively with colleagues.
• About your own work and leadership styles and preferences.
• How a professional services firm is run and managed.

LOCATION: Johannesburg, South Africa (Genesis has a hybrid work policy with a minimum of two days a week in the office and the rest of the time optional as work-from-home)

KEY REQUIREMENTS & ROLE RESPONSIBILITIES:

Commercial management:

• Develop and maintain excellent relationships with the central finance team and other practice administrators
• Coordinate and manage updates to the practice’s monthly and annual revenue forecasting and profitability tracking
• Prepare and manage monthly invoices to clients, payment of subcontractor expenses, and reconciliation of the practice credit card expenses using an online enterprise management system
• Follow up with clients on outstanding invoice payments and communicate with subcontractors on payments
• Assist the partner with preparations for quarterly practice review meetings with the CEO and COO

Practice administration:

• Assist partner/principals with diary management, expenses, and travel management 
• Manage the setup and recording of projects using the Genesis enterprise management system
• Manage and maintain practice Google Drive for projects, proposals, and administrative records
• Manage accurate information and contracting with clients and with subcontractors
• Provide support to team members for timesheet management, staff claims, and payments processing 

People management:

• Assist in the management of practice recruitment processes
• Coordinate the induction and training of new joiners
• Communicate with clients and external stakeholders while team members are on leave
• Manage practice leave calendar
• Assist with the tracking of the team’s professional development plans and training

Meetings and events:

• Schedule team, management and external stakeholder meetings including invitations, RSVP follow-ups, reminders, and meeting room bookings
• Assist with note-taking during SMT meetings, as needed
• Follow up on actions agreed in team and SMT meetings
• Manage the practice’s video conferencing tools to ensure seamless operation and scheduling of video conferences
• Organisation and arrangement of practice events including annual practice strategy retreats, farewells, and team social events

Business development:

• Support the practice management team with tracking proposals and new business opportunities
• Support the maintenance of practice marketing material including CVs, bios, and website updates
• Maintain a database of clients and external stakeholders for distributing thought leadership and marketing materials
• Provide ad hoc support on the development of project proposals, where required

EDUCATION, KNOWLEDGE, SKILLS, EXPERIENCE AND PERSONAL COMPETENCIES:

The CODE Practice Administrator should have the following:

• Minimum of 4 years of relevant experience providing administrative support in a professional services firm
• Relevant qualification in Office Support, Administration, Secretarial or related - minimum of Diploma or higher
• Exceptional organisational, coordination, and multitasking skills
• Ability to use enterprise management system software
• Proficiency with Microsoft Office and Google Suite
• Client-centric and dedicated to providing the best possible support and service to the practice area
• Confident communicator with people at all levels
• A creative approach to solving problems
• High level of discretion and confidentiality
• Self-motivated and driven to succeed with a proactive work approach
• Able to work independently and integrate well with a multicultural team across different time zones