Position: Business Operations Administrator
Location: Bellville, Cape Town
Minimum Qualification Criteria:
- Degree in Business Administration, Facility Management, or a related field preferred.
- Experience with compliance and regulatory requirements.
- 5+ years of experience as a Business/Operations Administrator or in a similar position.
- Familiarity with banking procedures and documentation is beneficial.
- Knowledge of office management systems and procedures.
- Excellent time management skills and ability to multitask and prioritize work.
- Strong organizational, planning, and administrative skills.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office and data management software.
- Detail-oriented with strong analytical and problem-solving skills.
- Knowledge and understanding of FIC ACT.
- Knowledge and understanding of POPIA.
- Able to interpret law or legislation.
- Able to draft and implement policies.
- Customer service/support experience will be an advantage.
- Able to delegate.
- Self-motivated.
- Able to adapt easily.
- Able to work independently.
- Able to work under pressure.
Roles and Responsibilities:
- Draft and implement policies for the FIC ACT.
- Implement RMCP - FIC ACT.
- Implement GAP Analysis.
- Implement POPIA.
- Take responsibility for the administration and management of FICA processes including the research of new clients, review of FICA requests, FICA-related workflows, response to FICA queries, and maintaining the FICA reports.
- Complete ongoing training as necessary on the FIC ACT to keep up with the regulations.
- Due diligence of clients.
- Basic preparation of contracts for clients.
- Handling administrative requests and queries from senior managers.
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Maintain a filing system.
- Client liaison.
- Provide general support to visitors.
- Answering calls and correspondences.
- Drafting and mailing customer correspondence and newsletters. Ensure timeous resolution of all client/internal stakeholder correspondence, queries, and complaints.
- Creating and maintaining excel reports on projects.
- Relaying information, feedback, and questions extremely accurately to the relevant party.
- Provide related responses based on information given by the relevant party.
- Plan, direct, and coordinate multiple projects.
- Feedback loop on "to do list" items.
- Checking up on own accord, relaying pertinent information to the relevant party.
- Develop and update administrative systems to make them more efficient.
- Create standardized templates to increase workflow efficiency and decrease duplication of tasks.
- Resolve administrative problems.
- Keep up to date with best practice methods.
- Keep up to date with the latest technology that can be used to streamline workflow processes.
- Provide polite and professional communication. Ensure client records are up to date.
- Organizing events, scheduling meetings/appointments, and making travel arrangements.
- Maintain meeting minutes.
- Managing the maintenance of office equipment/supplies. Performing other duties as assigned.
- Assist with maintaining log-books as required.
- Coordinate office procedures.
- Company secretarial duties.
- Cooperate with other departments to ensure compliance with established policies.
- Maintain trusting relationships with suppliers, customers, and colleagues.
- Scheduling appropriate conferences and meeting rooms. Updating spreadsheets and other data entry tasks.
- Managing travel expense processes.
- Using accounting and expense management tools.
- Updating the company’s social media pages.
- Creating and maintaining office documentation.
- Organizing health and safety and first aid and other statutory compliance training.
- Organizing employee paperwork.
- Maintaining and updating employees’ emergency contact information.
- Updating employee handbooks and other relevant policy documents.
- Helping schedule job interviews and exit interviews.
- Executive assistant to MD.
- Identify and source new cost-saving opportunities and improve performance, policies, and programs.
- Establish functional relationships with stakeholders providing services for the organization.
- Timeously submit all relevant reports to client/s or internal stakeholders upon request.
- Giving feedback on office efficiency and suggesting possible improvements.
- Manage the cleaning service.
- Check and monitor daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials.
- Take ownership of health and safety of the office, i.e., maintaining and updating office health & safety guidelines, organize training, fire evacuation procedures, etc.
- Ensure compliance and confidentiality on data management systems.
- Ensure automation and digitalization of data management processes.
- Establish and carry out departmental or organizational goals, policies, and procedures.
- Direct and oversee an organization's financial and budgetary activities.
- Manage general activities related to making products and providing services.
- Consult with executives, staff, and board members about operations.
- Negotiate or approve contracts and agreements.
- Analyze financial statements, sales reports, and other performance indicators.
- Ensure that everything is organized and that both short and long-term plans are seamlessly executed.
- Coordinate repairs and maintenance.
- Maintaining company share registers and share certificates.
- Create and maintain an Insurance register of equipment.
- Create and maintain Asset registers.
- Create and organize project codes and templates.
- Keep mailbox organized and file accordingly.
Key Personality Traits:
- Patience.
- Resourcefulness.
- Anticipates needs.
- Emotional Intelligence.
- Flexibility.
- Editing and Proofreading.
- Reporting Skills Analysis.
- Strong leadership skills.
- Teamwork.
- Intelligence.
- Seeking to grow with a new company and reach higher positions.
- Seeks stimulation, always looking for ways to improve and streamline.
- Able to deal with difficult people, defuse a situation.
- Getting to the core of the problem.
- Always seeking to find easier/more efficient ways/systems to complete medial tasks.
- Discretion and Judgment.
- Professionalism.
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