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  • Posted: Sep 13, 2017
    Deadline: Not specified
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    WhereIsMyTransport builds technological solutions for public transport networks in emerging markets, where we see an information, not infrastructural, challenge. With our open, integrated public transport data platform, we bring together a city’s movement network and empower riders to access their transport systems. By turning movement data into meanin...
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    Office Administrator

    Job description

    WhereIsMyTransport is currently looking for an experienced Office Administrator. This position will play an integral role in ensuring that the office runs efficiently so that the organisation can fulfil its aims.

    The Office Administrator is responsible for organising all of the administrative activities that facilitate the smooth running of the office facilities (campus). This includes the organising of people, information and other resources. You must make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively.

    Qualified candidates will have impeccable verbal and written communication skills, a strong ability to multi-task and a friendly professional demeanor. Trustworthiness and strong sense for confidentiality is crucial in this role.

    Generic Responsibilities:

    • Use a range of office software, including email, spreadsheets and databases, to ensure the efficient running of the office
    • Manage online and paper filing systems
    • Maintain administrative systems, such as record management
    • Record office expenditure and manage the office budget
    • Organise the office layout and maintain supplies of stationery and equipment
    • Maintain the condition of the office and arrange for necessary repairs
    • Respond to customer enquiries and complaints
    • Assists in planning and arranging events, including organising catering
    • Handles expenses and billing cycles
    • Maintains stock lists and orders office supplies as needed
    • Assists in purchase orders and invoicing
    • Manages outgoing post and records data on special deliveries
    • Provide support to Legal, Compliance & Human Capital (LCHC) if necessary.
    • Security related matters (recommend, respond, monitor and maintain security protocols)
    • Working outside of working hours (as and when required)
    • Specific Administrative support
    • Acts for and on behalf of Director and the Financial Manager as first point of contact in Cape Town with people from both inside and outside the organisation; screening phone calls, enquiries and requests, and handling them when appropriate.
    • Organising and maintaining diaries and making appointments, as well as corresponding on behalf of Director and the Financial Manager
    • Stay abreast of company deadlines and resolving operational and administrative issues before they arise and/or expeditiously resolving such issues when they do arise
    • Implement, perform and maintain administrative tasks and systems as required to the changing needs of the company. All considerations should be given to budget and process in reaching a solution.
    • Application of VISA’s for travelling team members in conjunction with LCHC Administrator
    • Assisting (providing guidance and adherence to policy) with travel (flights, accommodation, car rental) and sometimes travel itineraries
    • Office/Operational support
    • Oversee all onsite meetings/workshops/telecons and other events, including parking, set up of meetings rooms, hospitality and administrative support where required.
    • Foster and maintain healthy and professional relationships with suppliers and service providers relating to campus benefits; installations; maintenance.
    • Build efficient and effective responsiveness into existing operations, and help define new ways in which operational and administrative support can be offered to the team at large.
    • Part of the onboarding of new team members, to ensure that they are welcomed to the campus and have access to all facilities and benefits.
    • Maintains safe and clean office environment by complying with procedures and liaising with various suppliers; ensure that health and safety requirements are met
    • Monitoring and recording office expenditure and managing the campus budget.
    • Maintain internal campus facings including: property fixtures; Company benefits; Consumables and movables; Working environment enhancements; Health and Safety procedures; Campus cleanliness.
    • Liaising with Internal Controls and HC to ensure that the correct processes set out for use of company benefits and office facilities are followed by employees.
    • Stock management including cleaning products, stationery and all other campus consumables.
    • Adhoc assistance to internal events being held by the campus or other internal teams.
    • High reaction times to urgent, unforeseen and emergency events. The incumbent needs to be ready to tackle any task at a moment’s notice so as to reduce disruptions to the team as far as possible

    Campus team

    Reporting in, leadership and mentoring of cleaning team and receptionist.
    Ensure adequate staff levels to cover for absences and peaks in workload, often by using temping agencies

    Skills

    • Excellent organisational and time management skills
    • Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages
    • Strong IT and typing skills
    • The ability to prioritise tasks and work under pressure
    • Good teamworking skills and the confidence to lead and motivate a team
    • The ability to manage your own workload and supervise the work of others concurrently
    • Excellent interpersonal, oral and written communication skills
    • Attention to detail
    • Flexibility and adaptability to changing workloads
    • A problem-solving approach to work
    • Project management skills.

    Avaliblity: Immediately

    Please apply via our online portal. No CV's will be accepted via email.

    If you have not received a response within 2 weeks, kindly note that your applicaiton has been unsuccessful.

    Method of Application

    Interested and qualified? Go to WhereIsMyTransport on whereismytransport.mytribehr.com to apply

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