Practice Administrator (South Africa) at Genesis Analytics

ROLE DESCRIPTION

• The practice administrator will be largely involved in coordinating and streamlining administrative processes, providing support across financial administration, project management, relationship management and business development initiatives.

Responsibilities

• As the practice administrator, your primary responsibility will be to oversee and optimise all operational aspects of our team, ensuring seamless coordination and execution of various administrative processes.  
• The responsibilities of the practice administrator role include:

Financial administration:

• Bridge the gap between the central Finance (Group Services) team and PDI around specific finance requests and processes.
• Act as a focal point for PDI colleagues around finance system queries.
• Coordination of practice pipeline, order book, and forecasts
• Become proficient with the key project management features of the finance system, including timesheets, expenses, subcontractor purchase orders, client invoicing and the reporting functions available, assisting project managers as necessary.
• Capture Practice Partners’ monthly expenses and ensure timely submission including reconciliation of credit card expenses.
• Support with the administrative processes around project set-up and project closure on the finance system.
• Working with practice project managers to coordinate monthly invoices and expenses, including subcontractors
• Assist with month-end processes e.g. reconciliation of time, time sheeting as needed, and expenses on Intacct and invoicing
• Ensure accurate provision of supplier documentation, countersignature of contracts, and forms

Project management:

• Ensure project life-cycle compliance and alignment with G+ principles

Relationship management:

• Develop and maintain professional and sound working relationships with all internal levels of the organisation, particularly with Group Services and practice administrators and coordinators in other practices
• Develop and maintain professional relationships with all external stakeholders of the practice
• Management of subcontractor database
• Management of client information sheets and client feedback process
• Assist and support office managers in Genesis hubs with maintaining the office environment

Meetings, functions, and events:

• Schedule team and management meetings
• Send out invitations and/ or meeting requests and reminders, follow up meeting requests that are not responded to
• Collate team and management meeting agendas
• Assist with note-taking during senior management team meetings, as needed
• Follow up on actions agreed in team and management meetings
• Assist with booking meeting rooms before a meeting
• Manage video conference to ensure seamless operation and scheduling of video conferences
• Manage the organisation and arrangement of practice events, including strategy week, year-end functions, leaving and joining functions, and other in-person and/or virtual team social events 

Human Resources:

• Assist with the induction of new joiners, including practice-specific induction and administrative requirements for new staff
• Assist with the management of practice training/professional development calendar

Project support:

• Development and maintenance of Google Drive Folders for practice portfolios, proposal development and project documentation
• Assist with the set up and maintenance of project records within our firm-wide management system
• Facilitate project kick-offs and project close-outs and follow-up on all agreed actions
• Prepare and manage subcontractor agreements, NDAs, SOWs, and expenses as required

Support for business development:

• Coordinate opportunity scanning responsibilities 
• Assist with CV formatting as needed
• Accurately complete and prepare compliance documentation
• Manage proposal preparation process
• Manage proposal submission process, including coordinating workflow, packaging, and delivery
• Ensuring corporate capabilities are up to date
• Liaising with the internal Marketing team to coordinate the PDI public profile
• Finding partners for new opportunities

Travel Arrangements:

• In collaboration with the Genesis’ travel agent, assist team members in booking and confirm travel requirements (locally and internationally), as needed
• Ensure travel requests are handled timeously and within the pre-approved process of the organisation and client, including flights, transfers, visa applications, accommodation, and car hire
• Provide support to the project team: lodging expenses, arranging travel booking, and duty of care for sub-consultants as required
• Support staff in compiling travel risk forms and tracking of team members that are in the field

Requirements

• We specifically would like to hire an administrative professional who has a passion for doing impactful work across the young world. 

Requirements

• Preferred minimum education: Diploma/Bachelors
• Minimum of 2 years experience in a similar support function within a consulting environment
• IT literate and proficient in the use of Google Workspace and/or Microsoft Office and other hybrid working tools
• Skilled in using financial management tools and related software
• Confident communicator with people at all levels
• A creative approach to solving problems
• High level of discretion and confidentiality
• Excellent writing ability in English
• Excellent written and verbal communication in English.

Desirable (advantageous)

• Relational database experience (Airtable, SQL)