Executive Project Administrator

Urgently hiring an Executive Project Administrator

Location: Braamfontein, JHB

Department: Facilities

Reporting to Executive Head: Facilities

Remuneration: CTC from R12K R14K (dependent on experience, qualifications) plus 5% provident fund contribution

Contract type: Full-time, On-site, Permanent.

Client industry: Property development and management business.

Applications Closing date: 22nd June 2023

Role and Responsibilities: The Executive Projects Administrator provides administrative support to Facilities Executive in the management of the business. This includes system administration, event logistics, diary management and travel coordination, general office administration, and Project Management administration and support. The Executive Projects Administrator supervises a number of clerical roles and occupies a key role in the company by providing critical Executive support.

REQUIREMENTS:

MINIMUM QUALIFICATIONS

• Grade 12
• Office administration qualification preferable

EXPERIENCE & SKILLS:

Specific Qualification: Essential / Desirable

• Project Management Qualification: Essential
• Microsoft Project: Essential
• Excel Advance: Essential
• Highly Energetic: Essential
• Can of Attitude: Essential
• Problem solver: Essential
• Executive Support: 3 Years
• People Supervision: 1 Year
• Project Management: 3 Years
• Oracle Knowledge: 1 Year
• Diary Management: 2 Years
• Travel Logistics: 2 Years

Key Performance Areas

• Project Management Administration and Support
• System Support
• Executive administration support
• People Supervision and development

ROLE OUTPUTS:

• Executive administration support
• Provide Administrative support to Executive.
• Diary Management
• Printing
• Filing
• Board packs compiling bringing and distribution.
• Managing board meetings Setting up, Acceptance, food provided, Board packs are ready, ensuring parking is available.
• Communication
• Minutes taking
• Produce reports, presentations & Briefings.
• Following up with stakeholders to provide feedback and consolidate information.
• Serving as the point of contact between the executive and their clients and/or service providers.

Staff Welfare:

• Monitor the budget and arrange payments.
• Report on staff welfare initiatives.
• Training of Facilities staff
• Monitor the budget and arrange the payments.
• Report on training interventions.
• Ensuring all compliance-related training is budgeted for and completed.
• Ensure training is conducted effectively.

System Support:

• Implementation of CiiMS across the organisation
• Management of Workshop 17 account
• Monitor and maintain of the following libraries:
• Lift library.
• Pest control library.
• Washroom contract library.
• Heat pump library.
• Sup pump library.
• Water storage tank library & any other facilities libraries.
• Any other facilities libraries
• Adding, and removing functions on CiiMS system
• Monitor Library compliance and flag with relevant stakeholders before they expire
• Oversee the process of building compliance.
• Oracle - Creating Purchase Orders
• Assigning or Closing open POs
• Training subordinates on Oracle.
• Managing Oracle training
• Trello Assigning work and ensuring it is executed within the specific time period.
• People Supervision and development
• Supervise, coach, mentor, and develop teams.
• Executing TAA approval
• Performance discussions.
• Approving Leave
• Disciplinary hearings
• Coordinating Travel Arrangements
• Arranging flights, accommodation, and car hire for CFO, CEO, Executive Head of Facilities
• Management, Regional Precinct Managers, and Human Resource Managers.
• Manage International Bookings
• Visas
• Passports
• transfers
• Accommodation
• Currency exchange
• RSVP for Conferences
• Fight Bookings
• Voyager Miles
• After-hours arrangements for any members of staff
• Compliance Monitoring
• Oversee the process of building compliance
• Ensuring that the compliance file is up to date (Audit)