Senior Administrator

Location: Sandton, Johannesburg, Gauteng, South Africa
Date Posted: 23-05-2018
Our client is moving their offices from Cape Town to Sandton in about mid-September, and keen to start taking on board a Senior Administrator to assist them.  This is a very exciting position for the right candidate, because if you are chosen you will be required to travel through for at least a month maybe two for training in Cape Town, at the client's expense - so that you are fully trained and ready to take over the position in Sandton.  The client is a large group of companies and has extremely high standards which will need to be adhered to, in other words they will be looking for the best of the best out of the candidates who apply.  If you are keen to take a step forward in your career, then please apply soonest - because we are hoping to get into interviews in as short a time as 28th to 31st May.  You must have some form of relevant - post Matric - qualification and at least 3 years' experience.  Some of the tasks and skills required are listed below:-
Maintaing Statutory files for all companies, both hard copies and on the server
Circulation and record keeping of company resolutions
Resolutions - Control register, online record keeping of finalized resolutions and hard copies in lever arch files with notes while each document remains in circulation for signature.
Statutory assistance with regards to opening of new bank accounts and the obtaining of documentation from directors as required by the relevant Banks in the RSA and abroad.
Assistance to all internal entities with regards to the opening of supplier accounts, i.e account application documents.
Ensuring movable assets are returned to company when staff member leaves our employment
Ensuring all insurance claims submitted to insurance company are accurate and complete & Managing insurance claims process from beginning to end.
Issuing of all security tags, swipe cards etc & maintaining accurate records thereof
Dealing with all office issues, office hygiene, refreshments etc + Arranging refreshments for meetings, functions, gatherings & celebrations
Mentoring the Intern / Junior Admin Assistant
Monitoring of Cell Phones, Management and Analysis of overall account spend and the resolving of individual account queries including sim swops etc.
Monitoring of First Auto Account and related queries, including the ordering and cancelling of cards as required.
Backup - Booking of travel, car rental and flights subject to budget and authorisation.
Start weekly Insurance Review with Junior Admin Assistant and then brief Admin Manager of the status of all insurance claims
Asset Controle - Request assets back from provinces when staff resign.  Ask Payroll to copy HO Admin when notifying GM of resignations.  Admin must  send an email to the relevant Admin & Licensing Manager in the province with a list of assets that must be returned by the employee who is resigning.  The "Return of Assets" form must be completed and sent to HO along with the assets that is being returned. 
Asset Damages - Non Insurance Claim Related.  Require incident report, quote and signed AOD when applicable.  Save documented info to incident folder per asset type on the server for future reference and submit to Payroll and Accountants for processing.
FNB Prefunded Credit Cards Control.  When GM resigns/no longer employed with VGC the prefunded card must be CANCELLED WITH IMMEDIATE EFFECT.  instruct the province to withdraw the remaining cash from the card.  The card must be destroyed and proof of the destroyed card must be provided to HO in order for the cancellation instruction to be sent to the bank.  A new card application must be done in the name of the new GM simultaneously . 
Continually identify expenses where the company can achieve cost reductions Example:  Flight Bookings, Accomodation, Office groceries, vehicle repair and repair authorizations (VGC vehicle and Fleet Africa when applicable)
Teamwork - (us vs them setting goals) - Seamless delivery on business objectives - I take accountability and do not blame
Continuous Improvement - (maturity & attitude) - I always look for better ways of doing things, saving costs and contributing to the profit margin
Urgency - I do what needs to be done and I do it on time
Attitude of ownership - I always act as if this is my own business
Willingness to change and think differently - I embrace change and approach it with a positive attitude, knowing that the future will be substantially better
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