Business Operations Administrator

SUMMARY:
Our client in the Property Development and Building industry is currently looking for a experienced Business Operations Administrator to be based in Bellville, Cape Town.

POSITION INFO:
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 skills 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

• Draft and implement policies for the FIC ACT
• Implement RMCP - FIC ACT
• Implement GAP Analysis
• Implementing 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 relevant party.
• Plan, direct, and coordinate multiple projects
• Feedback loop on "to do list" items.
• Checking up on own accord, relaying pertinent information to relevant party
• Develop and update administrative systems to make them more efficient
• Create standardized templates to increase workflow efficiency and decrease duplication of tasks Improving and adjusting templates as the business develops
• Resolve administrative problems
• Keep up to date with best practice methods.
• Keep up to date with latest technology that can be used to streamline workflow processes.
• Provide polite and professional communication Ensure client records are up to date
• Organising 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 costs saving opportunities and improve performance, policies, and programs  Establish functional relationships with stakeholders providing services for the organisation
• 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, organise 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 Insurance register of equipment
• Create and maintain Asset registers
• Create and organise project codes and templates
• Keep mailbox organised and file accordingly

• 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