Office Operations Coordinator - Johannesburg, South Africa - AVI Limited
Description
AVI LIMITED is home to many of South Africa's leading and best-loved brands Listed on the Johannesburg Stock Exchange and centred on the FMCG market, AVI's extensive brand portfolio includes more than 50 brands. Our brands span a range of categories including hot beverages, sweet and savoury biscuits and snacks, frozen convenience foods, out-of-home ranges, personal care products, cosmetics, footwear, accessories, and fashion apparel. We have a well-developed Shared Services structure spanning: International, IT, Finance, Logistics, Marketing, Procurement and Field Marketing, which allows us to take advantage of our scale. Our single-minded purpose is our brands' growth and development.
An exciting opportunity exists for an
OFFICE OPERATIONS COORDINATOR at
Financial Shared Services Division in
Bryanston,
Johannesburg.
The main purpose of the role is to:
- Manage Document Control team
- Maintain the Document Builder environment
- Ensure HR Admin reporting is accurately completed
- Ensure HR Admin Executive is supported
- Ensure HR Admin department and Management Team are supported
Line Manager:
HR Admin Executive
Direct Reports:
Document Controllers
Job Specification:
Key Performance Areas:
-
Manage Document Control team and processes
- Management of Document Control team, ensuring that the team's performance is consistent and delivers to SLAs for scanning and electronic documents
- Manage processes between Payroll and Document Control to identify missing documents
- Manage expectations of customers requiring documentation and assist with query resolution
- Conduct audits on J6NY when required
- Manage Service Levels, including driving staff to improve on existing SLAs
- Ensure Document Controllers scan documents of high quality ensuring that documents are readable when downloaded from J6NY
- Ensure Document Controllers assign documents to the correct categories on Electronic Documents to ensure they are mapped to the correct folders on J6NY
- Monitor documents in external storage and timeframes for retention
- Annual audit compliance and support
- Maintain quality service by enforcing quality and customer service standards by analysing and resolving customer service problems
- Manage performance of employees
- Identify training needs of employees
- Mentor employees in new skills development
- Employee morale
- Staff retention
Document Builder:
- Design, test and implement new LOAs and Change Letters on SAP HRD, HRP and HRQ per Business Unit
- Build and maintain ZLOA_1 and ZLOA_2 tables on SAP HRD, HRQ and HRP per LOA or change letter per Business Unit
- Manage change requests for existing templates and design, test and implement requested changes
- Work with site HR and Recruitment on improving LOAs
- Amend LOAs to include legislation changes
- Creation and formatting of new templates on Document Builder
- Ensure documents generate on Fiori
- Continuous improvement of Templates
- Train new users how to use SAP Fiori
- Maintain User Access Groups
- Maintaining templates and letterheads
- Collaborate with Epi-Use developers for system enhancements and upgrades
- Continuous improvement for ease of use
HR Admin Reporting
- Identify and frequently communicate with internal customers to measure HR Admin Service Delivery
- Delivery of accurate HR Admin Report pack quarterly
Office Administration and Support
- HR Admin and Strategic Costing and Management teams
Minimum Requirements:
Experience:
- 3 years as an Executive Personal Assistant (PA) in Office Management
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