Team Admin Assistant

1 month ago

Cape Town, Saudi Arabia ARRCC Design Full time

JOB SUMMARY:

  • The primary function of this role is to provide high-level administrative support to the Sub-Team Leaders. Although your time is allocated to the above-mentioned reports, you will be called on from time to time to fill in or aid other support functions in the organisation.

RESPONSIBILITIES
 Diary management.

  •  Managing and maintaining the Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.
  •  Following up with team members on information required for meetings and ensuring such information is ready prior to the start of the meetings
  •  Ensuring that cyclical /recurring meetings take place.

Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.

  •  Screening of calls
  •  Typing and meeting minutes
  •  Assisting with the filing and management of electronic mailboxes.
  •  Assisting with the setting up and administration of generic email responses.
  •  Creation and maintenance of various administrative databases
  •  Vision System Management - adding vendors, contacts, opportunities and projects
  •  Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
  •  Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.
  •  Travel Management and arranging Forex
  •  Overtime approvals and provide weekly reports on overtime.
  •  Assist with stationary orders.
  •  Setting up boardrooms for skype/ conference calls
  •  Preparation for client visits – arrange lunch, meeting itinerary, house visits, etc.
  •  Thorough knowledge of and compliance with all SAOTA procedures and standards.
  •  Assist in developing, maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
  •  Support and assist staff with administrative tasks, as and when required
  •  Occasional assistance with matters of a personal nature.

INFORMATION AND PRODUCTION MANAGEMENT SYSTEMS

  •  Updating of Templates
  •  Assisting with oversight of and adherence to office policies and procedures
  •  DRPRO system management.
  •  Creation and maintenance of deliverables, programmes and calendars
  •  SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.

PROJECT PLANNING AND BUDGETS

  •  RFP’s
  •  Fee Proposals
  •  Accommodation schedules
  •  Project and resource planning

ESSENTIAL SKILLS AND CRITERIA

  •  Exceptional level of accuracy and attention to detail.
  •  Discretion and confidentiality are essential to the role.
  •  Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities
  •  Excellent knowledge of the Microsoft Office Suite
  •  Ability to remain calm, multitask and work under deadline driven pressure.
  •  Ability to build good relationships at all levels and the ability to work well in a team.
  •  Minute taking and touch typing skills
  •  Excellent organisational skills
  •  Able to manage sensitive and confidential information
  •  Able to work without supervision, to use initiative and be proactive while working within a team
  •  Ability to prioritise and manage own workload amidst conflicting demands and busy work periods.
  •  There will occasionally be a requirement to work additional hours which may include weekends.
  •  Able to demonstrate a high degree of professionalism

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