Famous Brands Vacancy Application Details

Financial Control

• Support budgeting and bookkeeping procedures
• Create monthly charge back journals for all services provided by IT and recovered from the recipient of the service (Telephone, 3G, APN, VoIP, Network etc)
• Ensure all monthly invoices are received and processed by the last day of each month (Purchase order & Receipted)
• Keep a register of all invoices processed (Date received, Date PO Authorised & Date receipted for payment)
• Reconcile Statements for major suppliers monthly
• Reconcile the IT Credit Card monthly, submit receipts to Executive for review, sign-off and deliver authorised reconciliation to Corporate Finance

Key Performance Indicators

• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Manage agendas/travel arrangements/appointments etc. for the IT Team
• Meetings:
• Schedule meetings when requested to do so and ensure arrangements are made for refreshments &/or meals
• Attend meetings when requested to, to take minutes. Type up minutes and store in appropriate shared environment
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Track stocks of office supplies and place orders when necessary
• Assist colleagues whenever necessary
• Create Purchase Orders & process corresponding receipts for goods purchased
• Receive computer equipment delivered to the Central Office;
  • Create a record of whom the equipment was delivered to
  • Assign equipment to Desktop team for setup and preparation for distribution
• Arrange courier services to deliver computer equipment
• Loan Computer Equipment
  • Create a Loan Computer Equipment Register
  • Register all loan units movement and ensure they are recovered when the loan period enquires
• Review supplier Service Level Agreements (SLA’s);
  • Keep an SLA register
  • Monthly check to ensure all SLA’s are still valid
  • Request new SLA’s when they expire
• Resolve all help desk calls assigned to the Office Administrator
• Collate year-end leave requirements and submit to the relevant person
• Plan and schedule departmental functions and events (Eg: Yearend function)
• Photocopies and files appropriate documents as needed
• Attends workshops and conferences when requested

Operational

• Proven track record in Office Administration
• Strong Microsoft Word, Excel and PowerPoint skills
• Strong financial administration skills

Personal Attributes

• Highly motivated, results orientated and able to work with minimal supervision
• Strong attention to detail and time management
• Exceptional communication and customer service skills
• A team player
• Personal and professional integrity
• Able to multi-task and apply common sense
• Subscribe to the organisations Core Beliefs: Growth, Innovation, Quality, Speed, Agility, Integrity and Humility

A Diploma in Office Administration

A minimum of 5 years’ experience as an Office Administrator

Proven track record in Office Administration / Management

Strong Financial Administration skills

Strong technical skills; Microsoft Office suite and ERP transaction processing

Strong Financial Administration skills

Good record keeping skills

Strong prioritisation and organisational skills

Good understanding of procurement processes skills and ability to negotiate

Strong document management skills – ability to methodically file and retrieve documents.