Career Opportunities at Liquid Intelligent Technologies

Role Purpose

• To manage all administrative and logistic activities related to the Chief’s Office by providing support to the Chief and coordinating activities amongst the team to ensure deadlines are met. 
• To establish and maintain effective working relationships with the staff, officials, key stakeholders and the rest of Liquid Telecom Group in order to facilitate smooth running of the Chief’s office.
• Effective management of all matters relating to the day to day running of the CHIEF’s Office.
• Proactively assist the CHIEF and complete all administrative tasks timeously. Manage the allocation of stationery monthly and ensure adequate supply is available to the Department. 
• Effective time management of the Chief's diary. 
• Advise and support the CHIEF on matters requiring personal attention, with associated deadlines and prepare relevant documentation. 
• Maintain excellent relationships and engagement with internal and external stakeholders. 
• Assist the CHIEF with day-to-day activities.
• Screen telephone calls to the CHIEF’s office and refer them to the appropriate person in the absence of the CHIEF. 
• Tracking all distributions that require answers, responses and written replies to the CHIEF’s requests. 
• Coordinates activities in the department to ensure that deadlines are met. 
• Identify potential risk relating to the department or Chief’s office and escalates accordingly. 
• Manage travel arrangements for the Chief and some members of the team. 
• Receives guests and arrange suitable venue for different events.

Effective management of all matters relating to the day to day running of the CHIEF’s Office

• Proactively assist the CHIEF and complete all administrative tasks timeously. Manage the allocation of stationery monthly and ensure adequate supply is available to the Department. 
• Effective time management of the Chief's diary. Advise and support the CHIEF on matters requiring personal attention, with associated deadlines and prepare relevant documentation. 
• Maintain excellent relationships and engagement with internal and external stakeholders. 
• Assist the CHIEF with day-to-day activities. 
• Screen telephone calls to the CHIEF’s office and refer them to the appropriate person in the absence of the CHIEF. 
• Tracking all distributions that require answers, responses and written replies to the CHIEF’s requests. 
• Coordinates activities in the department to ensure that deadlines are met. Identify potential risk relating to the department or Chief’s office and escalates accordingly. 
• Manage travel arrangements for the Chief and some members of the team. Receives guests and arrange suitable venue for different events.

Effective time and diary management.

• Coordinate the scheduling of meetings and appointments on behalf of the CHIEF to ensure effective diary management. 
• Evaluate invitations (internal and external) within the scope of diary management and take appropriate action in respect of responding (where necessary) on behalf of the CHIEF.
• Organise travel and related arrangements in accordance to the Liquid travel policy. 
• Coordinate tasks, meetings and appointments so that the CHIEF’s daily schedule flows smoothly and efficiently with limited disruptions. 
• Manages the CHIEF’s priority list in a manner that permits sufficient time to fulfil the leadership requirements of the role. 
• Arranges stand-ins where the CHIEF can’t make the meeting or event. Coordinate the Department’s annual calendar.
• Document and engagement process, management and support to the CHIEF .
• Monitors and responds (if necessary) to incoming e-mail, mail and phone calls on behalf of the Chief and determines the level of priority. 
• Drafts replies to correspondence as appropriate or under the instruction of the CHIEF. 
• Undertakes tasks to ensure a high level of administrative support is provided to the CHIEF. Ensure records are filed in a manner that ensures easy accessibility and retrieval as required. 
• Proactively handles all enquiries and requests handling them directly when appropriate or directing routine matters for responses from other staff and functional.
• Organise meetings and ensure that all logistical requirements are in place.
• Coordinate and provide materials and general support to the CHIEF for all meetings (including presentations) as required. 
• Collate all information from internal or external functions to help the CHIEF in meeting preparations. 
• Preparing agendas; attending meeting, taking minutes, tracking actions to closure amongst team and maintaining extensive office files. 
• Provide accurate presentation of information to the CHIEF in respect to the meetings. 
• Provides high-level support by conducting research, preparing statistical reports and handling information requests. 
• Ensure that the distribution of supportive documents, agenda, notes or correspondence are sent prior to the meetings.

Matric Essential

• Diploma: Office Administration – 1 year Essential
• 3-4 years Experience as an office manager / secretary Essential
• Ability to act with highest levels of integrity at all times Essential
• Interaction with EXCO members Essential

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Role Purpose

The role of the Manager: Business Support is directing the activities of the administrative/business support team in the coordination and management of various administrative/business support activities (Budgeting, OPEX/CAPEX spend, purchase orders, invoices, receipts etc) within the organisation. The role will fall within general methods and procedures and exercise considerable independent judgment to select proper courses of action. The role requires knowledge of the policies, procedures, and regulations of administrative and departmental programs, and supervisory techniques, personnel policies, and procedures.

Administrative Operations

• Planning and coordinating administrative/business support procedures and systems and devising ways to streamline processes. 
• Keep abreast with all organizational changes and business developments to ensure seamless service delivery. 
• Initiates and coordinates goals, deadlines, and projects for their department. Develops and implements policies and procedures to improve operations and function of the department. 
• Maintains records, prepares reports, and composes correspondence relative to the work. Developing, reviewing, and improving administrative systems, policies, and procedures. 
• Always ensures the effective flow of resources throughout the business, adhering to the specific needs of each department. 
• Manage relationships with vendors, service providers, and landlords, ensuring that all items are invoiced and paid on time.

Finance Operations

• Manage receipting process for technology group, ensure invoicing received is approved by relevant line management and processed. 
• Track payments to key suppliers ensuring invoices are received, approved and loaded for payment in line with contracts. 
• Report on all technology Capex and Opex on a monthly basis and in line with finance reporting.
• Maintain central repository of all active contracts and purchase orders for the Technology group in SA. 
• Working with the accounting and management teams to set budgets, monitor spending, accruals, and other expenses. 
• Develops budget recommendations for operating expenditures and/or capital outlay, personal services, equipment and materials, and maintains revenue as high as possible.

Contract Management

• Create and maintain relationships with suppliers and serve as the singular point of contact for matters concerning contracts.
• Maintain records for correspondence and documentation in relation to established contracts and those in progress. 
• Solve any contract-related problems that may arise with other parties and internally with the company itself. 
• Communicate and present information to stakeholders about all contract-related matters. 
• Execute a wide variety of different contracts covering a range of transactions.

Lease Agreement

• Create and maintain records of all site leases. Maintain records for correspondence and documentation in relation to established leases and those in progress. 
• Solve any lease-related problems that may arise with landlords and internally with the company itself. 
• Report on all contracted leases, specifically payment schedules on a monthly basis
• Ensure timely renewal of all leases. 
• Maintain records and report on environmental data specific to leased properties including electricity, water, waste water, rates and taxes etc.

Staff Management and Development

• Accountable for all human resources and that same are appropriately managed in terms of performance and development including performance management and career development initiatives. 
• Management of relationships between line of business and the various business partners to deliver superior service. 
• Develop, maintain and manage various stakeholder relationships externally to ensure best practice in terms of delivery. 
• Provision of expertise to lines of business to ensure the timely resolution of all queries and requests. In conjunction with Finance, 
• Lead interactions with internal and external auditors to deliver on favorable outcomes.
• Accountable for Management of staff to achieve the overall departmental objectives. 
• Mentoring (including training thereof) of all direct reports in line with their performance management objectives.
• Manage costs associated with staff such as overtime, allowances, leave and training, to ensure they meet requirements set out in policy as well as those directed in order to meet organizational objectives.

National Diploma / NQF Level 7: Essential

• 5 years Management experience: Essential
• 5 years Management of administration function: Essential
• Project management: Desirable
• Written and verbal communication skills: Essentiala

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Role Purpose

The Fleet Specialist is responsible for maintaining all company and related entity owned vehicles and maintenance equipment for daily and business use, in a good, clean, dependable operating condition. Managing of fleet cards, coordinating with internal payroll team for tax deductions. Compile monthly, weekly, and annual reports on vehicle usage, vehicle maintenance, changes, etc. Present to relevant leadership innovative ways on cost saving, improved processes etc within the fleet area.

Vehicle Management and maintenance

• Complying with Traffic & Licensing Department laws and regulations.
• Scheduling regular vehicle maintenance to ensure operational efficiency.
• Maintaining detailed records of vehicle servicing and inspection.
• Developing action plans to either correct or improve the Vehicle Fleet program implementation.
• Vehicle spot checks to ensure cleanness is maintained.
• Provide guidance and support on correct use and maintenance of vehicles.

Reporting

• Submit monthly reports on vehicle service requirements. Submit monthly reports on tickets/ fines received by drivers.
• Submit weekly reports on vehicle usage “concerns” to relevant teams. Submit monthly report to payroll team to petrol card usage on non-fleet vehicles for tax purposes.
• Identify and share trends with stakeholders on driver conduct in relation to vehicles.
• Ensure drivers have up to date licenses when operating LITSA vehicles.
• Create a confidential shared folder for all information relating to vehicles and drivers.

Health, Safety and Environment

• Utilizing GPS systems to monitor drivers and track vehicles in case of theft or misuse.
• Monitoring driver behaviour and highlighting concerns to relevant line management for corrective action.
• Monitor vehicle and driver telemetry health status and report on anomalies.
• Establish, implement, and maintain a journey management program and monitor compliance to H&S journey management requirements.
• Establish, implement, and maintain a consequence management program to ensure compliance to driving behavior rules.

Petrol Cards

• Facilitate and oversee the issuing of petrol cards to qualifying staff. Monitor usage at transaction level, provide analysis reports where anomalies are detected.
• Maintain records of balances and monthly usage on these cards. Submit increase approvals as per required process. Ensure petrol card policy is adhered to by all staff, where there is non-adherence, escalate for consequence management.

• Degree, diploma, or national certificate in, fleet/transport management, logistics or accounting.
• Must obtain and maintain a current, active, full driver’s license.
• 4+ years in a fleet/logistics role. Essential
• Experience in the transportation industry. Desirable
• Understands fleet-specific regulations, licensing, registration, and reporting requirements Essential
• Report writing Essential
• Presentations, graphs etc Essential