Site Coordinator B3 at Mars

Job Purpose

• Provide first class personal administration and support to the Southern African Leadership Team, with the aim to impact their effectiveness.
• Manage the office as well as support other internal processes. Provide Site administration/coordination for MGS.

What are we looking for?
Note: May differ from the current job holder’s own skills and experience.

Education & Professional Qualification

• Must have Matric, Bachelors Degree an advantage
• Proficient computer skills and in-depth knowledge of relevant software such as SAP, MS Office, Outlook
• Knowledge of standard office administrative practices and procedures
• Project Management

Knowledge/Experience

• At least 3 years’ experience in providing support at a high level to an Executive team

What will be your key responsibilities?

• SALT support
• manage and maintain SALT’ schedules, appointments and travel arrangements
• arrange and co-ordinate meetings and events
• monitor, screen, respond to and distribute incoming communications
• liaise with internal staff at all levels
• filing of expenses within 60 days
• presentations – compilation, coordination and editorial support
• posting of requisitions in ebuy
• providing support for ad hoc events as requested

P&O Support

• Co-ordinate Panels for the recruitment process, meet and greet candidates, hand out case studies , physically co-ordinate candidates between rooms for panel process
• File soft copies of all associate related forms on personnel soft folders
• Payroll coordination: Ensure that all LM’s send all payroll related documents by payroll cut off dates, consolidate and route to payroll for timeous processing, etc.
• Coordinate administration, meetings & site visits with Alexandra Forbes & Discovery (manage annual calendar for on-site planned visits)
• Coordinate long service gifts/awards for associates
• Co-ordinate and file copies of all training registers, invoices and certificates for the annual compilation of WSP/ATR

Office Management

• Ongoing workflow improvement and workplace effectiveness
• Managing office materials, refreshments, and supplies for office events
• Managing the office environment ito supplies and maintenance issues
• Supervise, coach and train cleaning staff per SLA with service providers
• Support receptionist on daily requests
• Managing the Staff shop, ito operations and stock