Team Admin Assistant at ARRCC Design

JOB SUMMARY:

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

RESPONSIBILITIES
 Diary management.

•  Managing and maintaining the 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 to the 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 so that 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
•  Occasional assistance with matters of a personal nature.

INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS

•  Updating of Templates
•  Assisting with oversight of and adherence to office policies and procedures
•  DRPRO system 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 to detail.
•  Discretion and confidentiality are essential to the role.
•  Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities
•  Excellent knowledge of the Microsoft Office Suite
•  Ability to remain calm, multitask and work under deadline driven pressure.
•  Ability to build good relationships at all levels and the ability to work well in a team.
•  Minute taking and touch typing skills
•  Excellent organisational skills
•  Able to manage sensitive and confidential information
•  Able to work without supervision, to use initiative and be proactive while working within a team
•  Ability to prioritise and manage own workload amidst conflicting demands and busy work periods.
•  There will occasionally be a requirement to work additional hours which may include weekends.
•  Able to demonstrate a high degree of professionalism