Staff Services Co-Ordinator - S at Sun International

Job Purpose

• The Administrator will be responsible for a wide range of administrative and general support duties of a confidential and complex nature to ensure the seamless implementation and consistent delivery of services provided by the staff services department within the Sun City Resort.

Key Performance Areas

• Submit quotes and invoices on IFS as required
• Electricity Sales duties as required
• Oversee all Sun Lofts cleaning and maintenance functions
• Oversee Business Inn cleaning, maintenance, and inventory functions
• Update Business Inn calendar daily as bookings are made
• Open maintenance job cards and dispatched maintenance teams as requested
• Liaise with external contractors for quotes for adhoc related maintenance work
• Carry out random checks on maintenance work completed
• Update Capex refurbishment List, based on excessive number of calls logged for maintenance job and other repairs
• Monitor and facilitate all accommodation contracts with rental increases
• Audit key register issue book daily an audit and business Inn key register daily
• Digital Filing
• Drafting of accommodation contracts on M-Files
• Update staff village details list on a weekly basis and ensure that all tenant records are updated and maintained
• Prepare housing-related reports for the manager
• Vacant unit audit and audit of the vacant unit key register
• Update Interdepartmental charges on the month end report
• Update sundry payment recon report with Rental payments in the office
• Submit all payroll charges monthly as required
• Update staff units waiting list and new applications
• Update staff vacant list
• Full rental recon for all rental charges at month end
• Prepare housing walkabout report and monthly housing report.
• Submit monthly Interdepartmental recharges to Finance
• Submit monthly sundry recharges to Finance
• Facilitate the monthly Utilities invoices for Sun Lofts – Send invoices and follow up on payments
• Monthly Revenue report for Sun Lofts
• Follow up on Housing service provider charges
• Ensure that entry and exit condition reports are completed and maintained at all times
• Draft documents
• Report issues to Top Turf
• Report issues to Steiner
• Report issues to Maintenance
• Arrange for flats to be viewed with new tenants
• Provide administrative support to the Operations Manager: Staff Services & Transport; including emails and telephone
• Manage calls, queries and requests received on a daily basis ensuring that they are redirected, reassigned and resolved accordingly
• Allocate and reconcile supplier invoices accurately
• Create and maintain job cards on daily basis
• Store confidential documents for safe keeping
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Roster staff in line with business levels, and update time and attendance system
• Consolidate budget information and record and monitor monthly expenses, escalating any variations to budget
• Escalate areas of concern to management as per department norms and company policy
• Provide departmental onboarding for new employees within the Development department, including liaising with new staff members re the completion of starter packs / contracts
• Scholar transport – compile and capture monthly recharges
• Scholar transport – ensure that all applications are received and processed
• Ensure monthly revenues are received from the scholars – external and Internal

Job Requirements

Education

• Grade 12
• Admin qualification

Experience

• A minimum of 5 years in an administrative function. 

Skills and Knowledge

• Checking & Documenting Information
• Deciding
• Organising & Coordinating Resources
• Assuring Quality
• Following Procedures
• Responding with urgency
• Informing & Communicating
• Conformance to Internal Standards
• Sun International Structure and Channels
• Communication skills – written and verbal
• Computer Literacy (MS Office)
• IFS (Purchase requisitions)
• Professionalism and Image
• IQ Tech
• Excellent written and verbal communication skills
• Time Management Emotional Maturity