Surveillance CoOrdinator (Pretoria) at Sun International

Job Purpose

• To provide administrative and general support to the department to ensure seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders. 

Key Performance Areas

• Office Administrative Support
• Provide administrative support to the Surveillance & Security office (including e-mails, mail and telephone).
• Allocate and reconcile supplier invoices correctly and resolve all queries.
• Submit expense claims to the Finance department as per company policy and procedures. 
• Monitor staff leave as per department norms and company policy.
• Capturing of staff rostering into the system and distribution and communication of rostering schedules.
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand. 
• Develop a filing system (including records and reports) that enables others in the department to be able to access required documents.  
• Store confidential documents for safe keeping.
• Troubleshoot and resolve issues with assigned clients. 
• Coordinate the flow of paper and electronic documents to the appropriate parties.  
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties.
• Follow through on outstanding issues and action lists from minutes.
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements.

Meeting Co-ordination

• Send out meeting invitations in advance (within reasonable time period to accommodate delegates). 
• Complete and distribute agenda and minutes timeously.
• Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP’s and dietary requirements of the attendees. 

Requirements

Education

• Grade 12
• Secretarial Diploma is an advantage

Experience

• A minimum of 2 years administrative /secretarial functions

Skills and Knowledge

• Planning and co-ordination
• Handling information / following instructions 
• Clerical Administrative functions
• Problem-solving
• Checking / attention to detail
• Writing formal correspondence
• Taking initiative
• Customer service orientation
• Relationship building