Please note - the successful applicant must reside in Cape Town
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.
o 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.
o Following up with team members on information required for meetings and ensuring such information is ready prior to the start of the meetings
o 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
All Employees are required to have an uncapped 20Mbps (up/down) minimum Internet Connectivity line.