Description : Administrative Assistant. Company : null. Location :

Introduction

An exciting new role is available at Cape Racing. We are looking to hire a resourceful, proactive and meticulous Administrative Assistant to perform all administrative and clerical duties required by our maintenance team. The incumbent will manage office operations, coordinate people, projects, and provide administrative support.

The Administrative Assistant will have good communication skills and be able to share information with the maintenance team efficiently and effectively. The Administrative Assistant will report to the Facilities Manager.

Key Responsibilities

· Screening telephone calls and taking messages.

· Manage the team’s calendar and set up meetings.

· Coordinating meetings, conference calls and MS Teams engagements as required.

· Gathering, and printing all documents, minute taking, distribution of minutes.

· Organising refreshments and arranging equipment as required.

· Ensures that tickets/ job cards are completed.

· Notifies the Facilities Manager if there are outstanding tickets/ job cards.

· Ensure that the SHEQ system is updated daily.

· Maintains office supplies inventory by checking stock to determine inventory levels.

· Reports faulty office equipment.

· Manages a busy inbox on behalf of the Facilities Manager.

· Forwards or replies to emails and correspondence, with permission.

· Business writing skills with a good standard of English spelling and grammar.

· Manages relationships with both internal and external stakeholders as required.

· Ensures that timesheets are fully completed, accurate and approved.

· Processes quotes and invoices.

· Oversees and ensures that all payments are processed.

· Follows up to ensure that all payments are made in due time.

· Ensures that all source documents meet internal requirements.

· Liaises frequently with the finance department to ensure that all internal document controls are adhered to.

· Collects and stores source documents including approvals, purchase orders, quotations, invoices and delivery notes.

· Scans in documents before submitting them to the finance department for payment.

· Implements and maintains a filing system for business documentation.

· Supports the Facilities Manager with the administration of leave for the team and any other HR related matters.

· Supports the team with all administrative tasks as required.

· Any ad hoc tasks as requested.

Key Competencies/ Attributes

· Professional and well presented.

· Exceptional interpersonal and communication skills (oral and written).

· Ability to work under pressure and to deadlines.

· Ability to work at own initiative.

· Observant, with exceptional attention to detail.

· Excellent organisational and time management skills.

· Honest and reliable.

· Discretion and an understanding of confidentiality issues.

· Able to present information clearly and concisely.

· Flexibility and adaptability to juggle a range of different tasks.

· Good problem-solving skills.

· Project management skills.

· Criminal and ITC Clear.

Required Experience

· At least 3 to 5 years proven experience working as an Administrative Assistant.

· Experience managing the operations of a busy office.

· Relevant experience in the gaming sector would be advantageous.

Required Qualification(s)

· Matric/ Grade 12 is required, with mathematics is advantageous.

· A certificate in office administration would be advantageous.

· Computer literate (Microsoft Office suite) is required.

· Excellent computer skills including experience using Monday.com.

Please note, if you have not heard from us by 30th March 2024, you should consider your application unsuccessful. The company reserves the right to not fill the position should a suitable candidate not be found.

Job Types: Full-time, Permanent