Sandton - Administrative and HR Assistant for International Architectural and Design Company
Our team founded in 2011 out of the passion for experiential travel and the desire to design and develop buildings, products and services which enrich people’s lives. From day one, we sought to create a business which exalted—and was sensitive
to—the natural environment while also delivering substantial value to clients and capitalizing on the experiential lodging movement. Our Company has assembled a highly skilled, multicultural leadership team that has collectively planned and developed luxury resorts and tented projects, providing a uniquely global perspective and a deep knowledge of upmarket resort development, design, marketing, and management.
The Company is looking for an Administrative Assistant to provide support to the Admin, Accounts and IT Departments through maintaining company records, assisting with accounting, HR and IT administrative activities
Competencies:
Must have above average computer literacy
Must have Pastel Accounting experience
Must have reasonable mathematical skills
Confidentiality, Tact & Discretion: The sensitive nature of the work performed, requires the candidate to keep information in confidence, treat colleagues with tact and to have discretion about revealing privileged information.
Strong Administration Skills: Have the ability to effectively manage time, prioritise tasks, organize and plan in order to meet deadlines.
Strong Attention to Detail and Accuracy: Be focused and observant to minimize the risk of errors and be effective. Be able to identify and solve problems, particularly small issues that aren’t immediately obvious.
Adept in Technology: Must have knowledge and ability to assist with basic IT issues such as updates. Must be able to manage databases and run calculations in spreadsheets
Quick Witted Have the perception to understand and figure things out. Be able to improvise
Excellent Communication skills: Essential for collaborating with team members, communicating to superiors and liaising with customers and clients.
Team Work & Independent Work: We require a sense of unity in our teams and in the business. We get things done by relying on
one another, through team work we can be progressive and overcome obstacles. Must be disciplined enough to get tasks done independently.
Principal Roles and Responsibilities:
Report and support to the Admin and Finance Manager with administration duties
Assist with the enforcement of HR Compliance, Occupational Health and Safety Compliance and sound Corporate Governance policies.
Identify possible cost saving initiatives for the Company
Maintain an orderly filing system
Making travel arrangements such as booking flights, cars and making hotel & restaurant reservations.
Execute any other administrative duties that might be required
Accounting:
Receive quotes / proformas / invoices from staff or directly from Consultants / Service providers
Check the quotes / proformas / invoices for our Company details and accuracy and then
obtain authorization from the MD for payment
Ensure banking details are provided on approved quotations before submitting for payment
Ensure all quotations are replaced with tax invoices and that the invoice contains the correct information
Issue supplier purchase orders and invoices
Receive disbursement forms from staff, check them against slips provided and confirm totals. Obtain approval from the MD for payment. Photostat slips to A4 paper.
Scan copies of disbursement claim forms and supporting documents and save under the appropriate Project folder
Submit a copy of the claim form for payroll processing
Update the disbursement summary sheet for the US office
Human Resources:
Maintain HR records of the Company
Maintain leave records
Keep personnel files up to date with current information
Welcome new staff members and give them an induction of the relevant standard operating procedures
Issue Employee Information Forms to new staff; collect completed copies for processing and file both hard and soft copies
Issue Emergency Contact Detail Forms to new staff; collect completed copies and file a soft copy while providing the Health & Safety Officer with a hard copy
Issue Employee Code of Conduct to new staff; collect signed copies and file both hard and soft copies
IT Admin:
Request IT quotes for the procurement of new hardware and software
Manage the e-mail and printer setup of new laptops
Book laptop repairs and track progress
Manage IT Tickets. Assist users or log the Ticket with IT Provider
Assist with subscriptions, new licenses and cancellations
Induction of IT / filling procedure and protocols for new employees
Update and maintain the Hardware and software asset register
Assist with research and analysis of best suited software for the company
Monitor IT Invoices and Statements closely to avoid misappropriation of funds and report accordingly
Analise all supporting tickets against invoices received from IT Provider
Sharepoint storage clean-out on a regular basis
Prepare monthly IT reports
