Office Administrator at Momentum

Role Purpose

Ensure the smooth running of the office by providing effective administrative assistance to the manager and team members.

Requirements

Qualifications

• Grade 12 or equivalent qualifcation
• Office administration or secretarial qualification

Experience

• 3-5 years' relevant experience.
• Financial services experience.

Knowledge

• Relevant business specific systems (e.g payments systems, travel bookings system, etc.)
• Knowledge of business correspondence standards 

Skills

• Written and verbal communication
• Problem-solving skills
• Planning skills
• Interpersonal skills
• Microsoft Office
• Time management skills
• Coordination skills
• Attention to detail
• Event management skillsProject management skills

Duties & Responsibilities

INTERNAL PROCESS

• Manage all incoming queries, calls and SLAs of the team by assigning, directing and escalating all queries. 
• Consolidate monthly reports for the head of the department
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
• Escalate faults and other housekeeping issues within the Lakefield office with the relevant service provider and ensure queries are resolved within the given timeframes. 
• Order and control office supplies for the L&P team, refreshments and equipment, in line with budget parameters.
• Develop and maintain relevant databases and records for the team, for ease of reference and retrieval of data.
• Support the induction activities for new staff members, by proactively managing and coordinating relevant activities.
• Diary management for the head of the department.
• Assist manager with scheduling meetings, venue sourcing, acceptance of meetings, discuss diary of manager on a daily basis.
• Manage asset registers for the team.
• Manage set up of laptops (staff experiencing problems or new staff).
• Requesting quotes to replace or reniew equipment and or software / Ordering of new laptops.
• Managing the register of hardware i.e. camera\proxima being used for training purposes

CLIENT

• Provide authoritative, expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.

PEOPLE

• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development.

FINANCE

• Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
• Consolidate and report on all financial transactions, in line with the allocated budget.
• Reconcile and maintain supplier accounts and records to ensure good standing
• Activities will include to do monthly re-imbursements to various vendors, i.e. rent, water and electricity, stationary, ext.
• Responsible for buying and re-stocking milk\tea\coffee\sugar and all the rest for the team as well as the training venues at Lakefield
• Contribute to the financial planning process within area.
• Identify opportunities to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum. 

Competencies

• Documenting Facts
• Meeting Timescales
• Managing Tasks
• Adopting Practical Approaches
• Checking Things
• Upholding Standards
• Team Working
• Following Procedures