GENERAL PURPOSE
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.
RESPONSIBILITIES
Key Performance Areas
- Project Management Administration and Support
- System Support
- Executive administration support
- People Supervision and development
1. ROLE OUTPUTS (Key Performance Areas)
Executive administration support
Provide Administration 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 & Briefing
Following up with stakeholders to provide feedback and consolidate information.
Serving as the point of contact between 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
Project Management, Administration and Support
Facilitate Ad-Hoc Special projects as dictated by Executive Management.
- This includes, design, getting costing getting approval, implementing project.
- Loading buildings on Oracle.
- CROBBS Administration.
- SOBBS Administration.
Uniforms - Design, Approvals and implementations.
Develop reports on oracle
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, 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 PO’s
- Training subordinates on Oracle.
- Managing Oracle training
- Trello – Assigning work and ensuring it is executed within specific time period
People Supervision and development
- Supervise, coaching, mentoring and developing team.
- Executing TAA approvals
- Performance discussions.
- Approving Leave
- Disciplinary hearings
Coordinating Travel Arrangements
Arranging flights, accommodation and car hire for CFO, CEO, Executive Head Facilities Management, Regional Precinct Managers, and Human Resource Manager.
Manage International Bookings
- Visas
- Passports5
- 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)
2. OUTPUT MEASURES (Key Performance Indicators)
Executive Administration support
- Information is retrievable and tracked at all times
- No financial Loss for training and staff welfare
- Training venues are arranged and training programmes
- Certificates are produced and filed
- Scope of training is adhered to
- Appointments do not clash
- Work time is accounted for
- Venues are arranged
- Retrieving required information from stakeholders timeously
- Consolidating information timeously
- Meeting with Executive’s clients and service providers
- Budget is continuously tracked to maintain reserves whilst meeting all payments
Project Management, Administration and Support
- All project milestones are met and exceeded
- Delivers projects successfully and closed earlier than date proposed
- Cost savings and budget management All project milestones are met and exceeded
- Delivers projects successfully and closed earlier than date proposed
- Cost savings and budget management
System Support - Ensuring all systems (e.g. CiiMS Oracle,Trello) are functioning correctly
- Suggestion and deployment of creative ways to use CiiMS platform
- Libraries are maintained and constantly updated
- Subordinates are trained in using CiiMS, and Oracle and Trello
- No open Purchase Orders
- Work is assigned and executed within specific time period
People Supervision and development
- Clerk of works is compliant
- Create and implement procedures for team
- Initiating and follow through on disciplinary procedures
- Manage the performance of direct reports
- Team is upskilled and adequately mentored
Coordinate Travel Arrangements
- Arrangements are made seamlessly
- Sound relationships with travel partners
- Budget monitored
Compliance Monitoring
- Building compliance file is outlined
- All necessary documents are filed and current
EDUCATION
- Grade 12
- Office administration qualification preferable
EXPERIENCE
Specific Qualification Essential / Desirable
Project Management Qualification Essential
Microsoft Project Essential
Excel Advance Essential
Highly Energetic Essential
Can of Attitude Essential
Problem solver Essential
Experience Years
Executive Support 3 Years
People Supervision 1 Year
Project Management 3 Years
Oracle Knowledge 1 Years
Diary Management 2 Years
Travel Logistics 2 Years
Closing Date: 18 April 2022
Important: Correspondence will only be entered into with short listed applicants. Should you not hear from us within four weeks, please consider your application unsuccessful.