On the job, the Business Operations Administrator will: Travel Management:Coordinate and book international travel for employees with our travel agency including flights, accommodations, car rentals, and travel insurance. Facilitate visa applications and ensure compliance with relevant travel regulations.Research and recommend cost-effective travel options while maintaining high-quality standards.Handle travel-related inquiries and provide assistance to employees as needed.Office Administration:Oversee day-to-day office operations to ensure a clean, organized, and efficient working environment.Liaise with Innovation City (where we are based) for office related issues and deliveries.Manage office supplies inventory and place orders as needed.Coordinate maintenance, purchasing and repairs for computer equipment together with our computer technician. Ensure that our asset schedule is up to date for insurance, and collect data for insurance claims.Assist in the onboarding process for new employees, including setting up workstations, laptops and providing necessary resources.Manage the offsite storage facility.Leadership Team Administration:Provide administrative support to the leadership team, including scheduling meetings, managing calendars, and any other work-related tasks. Support the Director of People with event organisation and staff welfare activities. Assist with the preparation and distribution of reports, presentations, and correspondence as relevant.Procurement:Coordinate the ordering of promotional & marketing items (inclusive of swag) and office supplies, ensuring timely delivery and adherence to budgetary constraints.Maintain relationships with vendors and negotiate favourable terms and pricing.Finance:Support the Business Operations Manager with:-Calling and emailing banks (local and US-based) to order/cancel cards, organise travel and resolving bank issues as neededMeticulous filing and organisation of documentationFollowing up with overdue payments from studentsFollowing up on outstanding invoices to be submitted, either internally or externally. Daily reconciliation of Zelle payments.Ensure that invoices are processed timeously and managed on the appropriate platforms such as Dext and Xero. Reconcile Dext invoices to Xero on a daily basis.Attend to requests from staff, students and parents for supplier details information, iX bank details information for invoices and payment requests. USA and ZA card payments/online bookings. Follow payment SOPs before payment can be made.Ensure costs are monitored and in line with budget. The ideal candidate will have the following skills and experience: Hold a Bachelor's Degree or Diploma.At least 3 years proven experience in a similar administrative role, preferably in a fast-paced environment.Has strong organisational skills with high attention to detail.Is comfortable to work independently in a hybrid work environment. Demonstrates strong communication and written skills, with the ability to present information clearly. Proficiency in Google Suite: Google Docs, Sheets, Slides, etc.Tech-savvy and data-driven. Has the ability to juggle multiple priorities and work with cross-functional team members across the organisation.Deals well with ambiguity and is comfortable with effective decision making. Is action-oriented and results-driven. Has exceptional communication skills, both verbal and written. Is comfortable dealing with higher management.Experience with travel booking systems and familiarity with visa application processes is a plus.Has their own transport. Joining iXperience offers the opportunity to be part of a dynamic team dedicated to excellence in Education. If you are a proactive and resourceful individual with a passion for operations management, we encourage you to apply for this exciting opportunity!
Application Closing Date: 4 May 2024
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