Executive Projects Administrator

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

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)

Education:

• Grade 12
• Office administration diploma or relevant qualification

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 Year
•       Diary Management                                   2 Years
•       Travel Logistics                                          2 Years

Closing Date: 25 November 2021

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.