Administrator: Commercial - Pretoria, South Africa - City Property
Description
Job Purpose :
To perform the general administration for the department and provide administrative support to ensure that all office and building administration run in an effective manner.
Perform administrative functions for the department.
- Prepare documents for the department, correspondence, etc.
- Prepare monthly pack as required.
- Minute taking in meetings.
- Accurate filing of documents.
- Order stationary/office equipment, computers etc.
- Provide assistance with the annual leave control for the department.
- Conduct ITC listings and reports when required.
- Coordinate the training for new staff.
- Diary management and preparing in advance to ensure that there is no duplication in the dairy and allowing for rescheduling of meetings as required.
- Ensure that the teams are fully aware of scheduled appointments.
- Book meetings and meeting venues.
- Coordinate and provide administrative duties related to community projects and social events.
- Ensure good housekeeping of the department.
- Summarize the timekeeping & telephone reports.
- Recording registered mail letters and managing the petty cash related to those costs.
- Distribute fleet management reports and recover reports with associated slips and forward back to Fleet Management.
- Monitor team movements to ensure familiarity regarding their whereabouts.
- Organize parking as required.
- Control & collect all documents required for performance reviews and complete the necessary checklist/control sheet. Follow up with employee regarding outstanding reports.
- Weekly updating of relevant lists / schedules / report as required by the Department.
- Manage the departmental mailbox and ensure work is distributed accordingly.
- Create and assign check lists
Working conditions:
Office based with limited travelling involved.
Own transport not required.
Qualifications & Experience:
- Matric qualification required.
- A relevant qualification will be preferred (e.g. administration or office management).
Skills & Knowledge Required:
MS Office skills required:
a. MS Word - Advanced
b. MS Excel - Advanced
c. MS Power Point - Basic
d. MS Outlook - Basic
- Diary management.
- Advanced typing skills.
- Ability to maintain confidentiality.
- Ability to meet set deadlines.
- Administrative knowledge and skills including filing, drafting correspondence, minute taking, report writing etc.
- Knowledge of customer service with internal and external stakeholders.
- Telephone etiquette.
- Basic event management Skills.
Personal Attributes**:
1.
Problem solving - find solutions when emotions are involved.
2.
Reality testing - be objective; see things as they really are.
3.
Impulse control - resist or delay impulse to act.
4.
Flexibility - adapting emotions, thoughts and behaviors.
5.
Interpersonal relationships - building mutually satisfying relationships.
6.
Empathy - understanding & appreciating how others feel.
7.
Independence - be self-directed and free from emotional dependency.
8.
Persuasion - negotiating, selling, influencing and attempting to persuade people or trying to change the point of view of others.
Multitasking - dealing with several activities at a time, enjoy being given new tasks before they have finished another.
10.
Teamwork - cooperation with others, good-natured attitude and encouraging people.
11.
Persistence - sticking with tasks, not giving up, dislike leaving things unfinished.
12.
Rule
following - adhere to rules and strictly follow work regulations.
13.
Attention to detail - focus on details, strive for perfection and be well organized.
14.
Innovation - creative and open-mindedness.
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