Active Jobs at Singita

About the job
Purpose

• The core function of the Administrator position is to process and manage allocated approved job cards with quotes and specs from the department (Style, Design and Procurement) specialist. This is done by using systems and technology to drive efficiencies within the Admin Team.
• The administrator ensures administration, and the financial process is followed. Stakeholders are kept informed throughout the process. In addition to the above, the Administrator assists in general support and project coordination within the Johannesburg office.

Key Responsibilities

• Manage a strong communication link, with both customers (Singita Lodge HOD), department specialists and suppliers, to ensure
• Deliver exceptional service that exceeds customers’ expectations. 
• Coordinate all allocated jobs once they have been spec’d and approved.
• Keep accurate financial records for jobs/projects (payment submission; reconciliations; AP & AR purchase orders; sales orders; invoicing).
• Coordinate and conduct admin tasks as required (within the office, procurement, stock, travel, and project admin).
• Administrative policies, procedures and process efficiencies are organised with a logical system tracking, progressing, and recording. 
• Provide support to the Team Leader and ensure this person is informed of job status.

Skills & Experience

• Minimum of 3 years of work experience in a Financial, PA or administrative role.
• A relevant diploma is preferable.
• Strong interpersonal skills (emotional intelligence).
• Excellent verbal and written skills.
• Good time management skills with a keen eye for detail. 
• Business acumen in working with finances and stock control.
• Computer literate – MS Office and accounting software (Pastel/Palladium).

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About the job

• The main role of the compliance officer is to ensure the firm is in compliance with its outside regulatory and legal requirements as well as internal policies and bylaws. The compliance officers have a duty to their employer to work with management and staff to identify and manage regulatory risk. Their objective is to ensure that an organization has internal controls that adequately measure and manage the risks it faces. Compliance officers provide an in-house service that effectively supports business areas in their duty to comply with relevant laws and regulations and internal procedures.

Key Responsibilities

• Scheduling Annual General Meetings for the Group entities, and Board Meetings, and preparing the minutes for each entity in the Group.
• Drafting all required resolutions, and getting these signed, and maintaining the minute books for each entity in the Group.
• Maintaining the Share Registers for all entities in the Group.
• Store all Entity Shareholder Agreements.
• Maintaining the Corporate Documents for all entities in the Group (the MOI’s) and ensuring these are kept current.
• Scheduling the Group Audit and Risk, and Social and Ethics, and RemCom sub-committee meetings, and preparing the minutes for these, and ensuring that the Charters are properly drafted and in place and kept updated and ensuring that the members of the sub-committees are fully trained in their responsibilities and any updates that come through from time to time.
• Register as information officer for the Group
• Preparing and submitting the Annual CIPC returns for each entity in the Group
• Preparing and submitting the new Beneficial Owner Reports for each entity in the Group.
• Keeping the signed originals of all legal agreements and all key contracts and maintaining a register of all legal agreements and all key contracts for all the material transactions we enter into.
• Coordinate risk management and compliance – ensuring that our risk registers are in place for all required entities and are reviewed and updated regularly.
• Maintaining the Group Policies Register, keeping the group policies up to date & assisting with the drafting of any new policies.
• Maintaining the PAIA manuals, and the POPIA manual, and other required regulatory compliance manuals, and ensuring these are kept current and updated for any regulatory changes.
• Maintaining a Compliance Register of all acts and regulations that we are subject to and ensuring that we have the required policies and procedures and manuals in place to remain compliant.
• Keeping a watching brief for any new legislation or regulations coming on stream and ensuring that we do the necessary to comply.
• Register as company secretary for the Group
• Ensure all entities are FICA compliant (where applicable)
• Maintain up-to-date knowledge of legal and regulatory changes affecting trusts in South Africa.
• Actioning any changes in shareholding or directorships and lodging the appropriate paperwork with CIPC.
• Incorporation of new entities in consultation with external advisors.
• Active participation in and effective communication and support of Singita's conservation message and purpose.
• All roles at Singita may be required to perform other tasks as reasonably requested from time to time and as required by the business and/or operation. Singita fosters a culture of collaboration, and with this support of the multi-skilling of staff.

Qualifications & Experience

• 5 years corporate experience
• BA LLB or similar
• Need to have an in-depth knowledge of CIPC process and be proficient in the workings of the CIPC eServices site.

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Purpose

• The Reservations Manager is responsible for fostering a collaborative, motivated, and high-performing team culture, ensuring exceptional service standards are consistently met while achieving sales and operational objectives, in a pressured environment. The reservations team plays a pivotal role in Singita providing expert advice and facilitating seamless reservations for local travel trade partners.
• The Reservations Manager reports to the Revenue Manager.

Key Responsibilities

• Team Management:
• Inspire and motivate a diverse team to remain aligned with the company's goals and priorities.
• Periodically review team structure to ensure it is designed to optimise service levels.
• Ensure team members are fully trained and have the information/support needed to fulfil their roles. This includes the training of new team members and the ongoing training of existing staff members.
• Ensure the optimal coverage in the department at all times. Including leave cycles; public holidays; weekends and emergency cell phone duty.
• Responsible for the development of team members on an on-going basis.
• Relationships: 
• Cultivate and nurture strong relationships with travel trade partners who book through Reservations.
• Act as the key liaison between international sales teams and lodge teams, ensuring seamless coordination on bookings.
• Reservations Systems Management:
• Develop an intimate knowledge and understanding of all systems used by the revenue teams at Singita.
• Make, amend, and interrogate both the system and reservations.
• Troubleshoot when issues arise.
• Support the Property Management Systems Coordinator with rate updates and changes to the system.
• Fully understand the mechanics of the CRES and PMS systems used at Singita.
• Support the IT and Systems department in research for what developments there are within the industry that could be adopted by Singita to improve service levels and efficiencies.
• Inventory Management:
• Optimize revenue from the team, by effectively managing waitlists, unsellable nights, and applying sales strategies.
• Group booking management, including specific terms and conditions; seasonality and pre/post supplement charges.
• Reporting:
• Must be able to analyze and interpret reports and analytics effectively.
• Support the Revenue Manager with weekly and monthly revenue and owner reports and analysis thereof.
• Understand and interpret reports to manage the deliverables and outputs of teams effectively including weekly age analysis, deposit, balance due and consortia reporting.

Skills & Experience

• Minimum of 3 years working in the hospitality/travel industry – consulting experience would be advantageous.
• Natural leader and ability to manage a diverse team.
• Team lead and/or management experience.
• Excellent communication skills, both written and verbal.
• Strategic thinking coupled with practicality.
• Deep understanding of the importance of personalization.
• Be able to problem solve by interrogating and assessing each challenge as it arises.

Other Attributes

• Flexible approach to working hours to support a team covering 7:30am-9pm and weekend shifts
• Ability to work onsite and commute to the company office in Claremont.
• Personal values align with Singita’s core values
• Committed to conservation and sustainability personally.
• A strong willingness to get involved in whatever is needed in the moment.
• Intuitive care of everyone you work with or encounter.
• Well-presented, articulate and enjoy engaging with people (personable).
• Mature, resilient, flexible/adaptable and progressive.
• High energy with a “never-give-up” attitude.
• Adaptable and resilient to change.
• Be a South African citizen or the holder of a valid South African work permit.