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Operations – Administrative Assistant urgently wanted: APPLY HERE

Administrative Assistant
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Operations – Administrative Assistant urgently wanted: APPLY HERE

Cape Town, Western Cape

The Administrative Assistant is to provide support to and assist the Operations Managers with their administrative duties. They must contribute to the smooth operational functioning of this business unit by handling office tasks and providing polite and professional administrative assistance.

The following job objectives were found to be relevant to this job:

General administrative duties

Assist with general office duties: copy, scan, filing, scheduling of meetings, etc.
Deal with tenant/patron queries
Ordering of goods from Stores
Filter breakage report and liaise with the service provider to rectify
Compile and send work notifications to inform tenants of work to be carried out
Inform service provider of CRM cases, monitor progress & ensure that the query is attended to, and close case on the system.
Compile weekly CRM reports
Facilitate various correspondence to Service Providers
Formulate and send cleaning schedules to service providers timeously
Processing of invoices and requisitions

Ensure that all invoices are signed off by the relevant manager, processed on Fraxion and submitted to Finance for payment
Ensure invoice requisitions for events and tenants are raised
Ensure that all quotes and invoices are processed on Fraxion for a purchase order
Process credit and debit adjustments
Ensure that the consumable order is sent to stores weekly and a record is kept of all Materials Requisitions
Information documentation

Responsible for the distribution and co-ordination of information documentation;
Take minutes and distribute
File documentation
Record keeping
Ad hoc duties

Do waste comparison according to tenant records
Quote for residential unit/apartment cleaning
Assist Civils with processing quotes /invoices on Fraxion and follow up on payment
Assist HSE with processing of qoutes/invoices on fraxion and following up on payment
Cleaning quality checks on site
Events

Liaise with clients to estimate cleaning and waste requirements for events
Do all client cleaning & waste quotes as per request
Ensure that all events and ad hoc cleaning schedules are drawn up and sent to the relevant service provider
Ensure PO’s are generated for each event
Complete and submit invoice requisitions to ensure invoices are raised
Send consumables usage to client and bill accordingly

Qualification(s)

The following educational requirements were found to be relevant to this job:

Gr 12 Qualification
Knowledge

The following knowledge requirements were found to be relevant to this job:

General office administration (typing, filing, copying scanning etc.)
Advanced computer literacy (Word, Excel, Outlook, PowerPoint – Fraxion knowledge advantageous)
Processing invoices and requisitions
Planning and organizing
Scheduling
Skills

The following skills requirements were found to be relevant to this job:

Operational / Diagnostic Thinker
Planning and organizing
Multitasking
Logical problem solving
Analytical and Detail Oriented
Numerical reasoning
Verbal reasoning (written and verbal – multilingual is preferred)
Building rapport, being welcoming and engaging
Emotional Intelligence
Experience

The following experience requirements were found to be relevant to this job:

2-3 years of relevant working experience is required. Apply Now

Source: jobs365

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