Administration Assistant
2 days ago
Reporting to the CFO, you will provide administration support to our Finance team. Your goal will be to ensure efficiency and effectiveness in the administration of our office and our Finance team.
**Your Profile**
In order to be successful in this role you will be a well presented team player that brings an energetic approach, focus and experience in organisation and administration of a large team. You will have the ability to prioritise tasks and meet deadlines. You will exhibit excellent people skills, a cooperative approach and an ability to interact at all levels of the organisation. You will be conversant with contemporary office productivity tools and at ease when navigating between various office technology platforms like MS Office, Google docs and legacy systems. Your communication skills (written and verbal) will be second to none, your attention to detail par excellence and your ability to multi-task will be top notch. You will have the ability to prioritise effectively, to exercise discretion and to maintain confidentiality at all times.
Some of the responsibilities of the role will include:
- Dealing with correspondence and queries, ensuring we provide a high level of service to internal and external stakeholders in the most efficient manner.
- Maintaining systems and processes to effectively deal with information flow
- Management of office, allocation of desk space, organising system access, office access cards, stationery supplies, catering, etc. Ensuring office areas are tidy and safe at all times
- Organising meetings and making appropriate arrangements including meeting rooms, manager’s diary, etc
- Collate finance reports and prepare reports folders, collect, check, bind and distribute report folders
- Assisting in the preparation of presentations, spreadsheets as well as other types of documents and reports
- Maintenance of attendance diaries, leave forms and holiday calendar
- Make arrangement for travel plans and booking travels
- Review training records and ensure all mandatory training is undertaken by team members
- Review performance appraisal records and ensure all appraisals are scheduled in a timely manner
- Assisting Finance team in activities like vendor administration, user administration for expense claim system, employee expense claims
- Maintain and assist other team members with maintenance of intranet and Google sites
- Adhoc filing
- Assist with administration of company records to ensure compliance at all time
- Assist and co-operate with admins in other functional areas with general administration and upkeep of our office
**Non-Essential Functions**:
- Assist in other areas of the company as necessary
**Essential Criteria**:
- Licenses/Certifications: Driver’s License and own car required
- Preferred Experience: Administration Experience, Customer Service Experience and Office Management Experience
**Knowledge/Skill required**:
- Professional written & verbal communication skills
- Exceptional interpersonal skills
- Strong organisational and follow-through skills
- Ability to exercise discretion and maintain confidentiality at all times
- Ability to research various topics online
- Team player
**Desirable Criteria**:
- Knowledge/Skills: Experience using Google (Docs/Sites etc.), Project Management
**Other Specific requirements**
- Full COVID-19 vaccination or medical contraindication certificate
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