Team Admin Assistant at ARRCC Design

JOB SUMMARY:

• The primary function of this role is tprovide high-level administrative support tthe Sub-Team Leaders. Although your time is allocated tthe above-mentioned reports, you will be called on from time ttime tfill in or aid other support functions in the organisation.

RESPONSIBILITIES

Diary management.

• Managing and maintaining the Sub-Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.
• Following up with team members on information required for meetings and ensuring such information is ready prior tthe start of the meetings
• Ensuring that cyclical /recurring meetings take place.
• Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.

Screening of calls

• Typing and meeting minutes
• Assisting with the filing and management of electronic mailboxes.
• Assisting with the setting up and administration of generic email responses.
• Creation and maintenance of various administrative databases
• Vision System Management - adding vendors, contacts, opportunities and projects
• Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
• Assistance with team timesheets. Follow up sthat these are completed accurately and on time and monitoring of team overtime.
• Travel Management and arranging Forex
• Overtime approvals and provide weekly reports on overtime.
• Assist with stationary orders.
• Setting up boardrooms for skype/ conference calls
• Preparation for client visits – arrange lunch, meeting itinerary, house visits, etc.
• Thorough knowledge of and compliance with all SAOTA procedures and standards.
• Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
• Support and assist staff with administrative tasks, as and when required
• Reception relief
• Occasional assistance with matters of a personal nature.

INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS

• Updating of Templates
• Assisting with oversight of and adherence toffice policies and procedures
• DRPRsystem management.
• Creation and maintenance of deliverables, programmes and calendars
• SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.

PROJECT PLANNING AND BUDGETS

• RFP’s
• Fee Proposals
• Accommodation schedules
• Project and resource planning

ESSENTIAL SKILLS AND CRITERIA

• Exceptional level of accuracy and attention tdetail.
• Discretion and confidentiality are essential tthe role.
• Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities
• Excellent knowledge of the Microsoft Office Suite
• Ability tremain calm, multitask and work under deadline driven pressure.
• Ability tbuild good relationships at all levels and the ability twork well in a team.
• Minute taking and touch typing skills
• Excellent organisational skills
• Able tmanage sensitive and confidential information
• Able twork without supervision, tuse initiative and be proactive while working within a team
• Ability tprioritise and manage own workload amidst conflicting demands and busy work periods.
• There will occasionally be a requirement twork additional hours which may include weekends.
• Able tdemonstrate a high degree of professionalism