Support Specialist & Executive Admin Assistant

The Shoprite Group of Companies; Wes-Kaap; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A retail conglomerate in South Africa is seeking a Customer Experience and Contact Centre Support Specialist. This role involves providing proactive administrative support, managing staff recruitment processes, and coordinating events. The ideal candidate will have over 3 years of experience in similar positions, strong skills in Microsoft Office, and experience within a retail or contact centre environment. A commitment to inclusivity and diversity is essential, as is the ability to engage with various stakeholders.

Qualifications

• 3+ years’ experience in an Executive Assistant/Support Specialist role.
• Strong proficiency in Microsoft Office 365.
• Experience interacting with diverse stakeholders.

Responsibilities

• Provide comprehensive administrative support including calendar management.
• Engage in effective communication with the Contact Centre leadership team.
• Coordinate events and programs for team-building.

Skills

Administrative support

Communication skills

Team collaboration

Microsoft Office 365 proficiency

Education

Degree/Diploma in Executive Support or Business Management

Tools

SAP finance and procurement systems

SharePoint Online

Job description

Role Purpose

The purpose of the Customer Experience and Contact Centre Support Specialist role is to execute key general support activities, in cooperation with and under the direction of the Head of Customer Contact Centre & Experience, Senior Manager Contact Center Operations and the Contact Centre leadership team. The role provides efficient, proactive, comprehensive administrative support and logistical coordination services to the Customer Experience team (general office management).

Job objectives

• Administrative Support
  • Provide comprehensive administrative support, including calendar management, travel arrangements, and meeting coordination.
  • Manage all inbound calls for Head of Department.
  • Prepare documents, reports, and presentations for internal and external communications.
  • Manage confidential and sensitive information with discretion.
  • The role undertakes several ad hoc activities as determined by the Head of Contact Centre & Experience.
• People support
  • This role engages on several levels to ensure effective communication and integration of the team as directed by the Contact Centre leadership team.
  • Managing all equipment orders, logging incidents with IT and arranging equipment repairs.
  • Administrate the onboarding and offboarding of new staff including equipment handover or returns, staff biometric bookings with HR, and induction training.
  • Ensure new employees have all their required resources and systems set up including IT equipment and stationery, email accounts, teams and mailer groups.
• Payroll support
  • Time and attendance registers and controls as deemed necessary by the team (registers, usage reports etc.).
  • Submission of registers to payroll and management of any queries related to payroll.
  • Managing leave and drawing leave reports to consolidate leave submitted against registers.
• Event and Program Coordination
  • Coordinate events, programs, and team-building exercises, including planning logistics, coordinating invitations, and managing event budgets.
  • Assist in organizing training sessions, workshops, and knowledge sharing activities.
• Relationship Building and Communication
  • Collaborate with other executive support specialists to support cross-functional initiatives and promote collaboration.
  • The role often facilitates activities and correspondence between various stakeholders including customers and functional teams across the Group. The role often serves as a representative and ambassador of the Brand.
  • The role serves cross-functionally, collaborating on business-as-usual activities, project, and other executive reporting requirements.
  • Managing the front desk security and welcoming of all visitors
• Reporting and record keeping
  • Collecting, consolidating, and visually representing information in innovative and effective ways.
  • The role is responsible for taking minutes in all management meetings for inclusion in executive and management reporting.
  • Responsible for maintaining all financial records for invoices, quotes and budget related activities to ensure that budgets and expenses are correctly managed and allocated by the finance department.
• Facilities management
  • Office coordination, procurement of office supplies and staff refreshments.
  • Managing all department equipment orders and record keeping of all assets.
  • Managing tea attendants and cleaning staff to ensure the office is maintained across the seven-day work week.
  • Managing all repairs and maintenance issues.
  • Managing access control and security related tasks for the office.
  • In supporting the operational teams, the role facilitates, and coordinates transport schedules
  • Employee wellness initiatives and Health & Safety orientated activities.

Qualifications and Experience

• Degree/Diploma or Courses in Executive Support, Communications, Business, Office Management, or a related field - (beneficial).
• +3 years’ experience in an Executive Assistant/ Support Specialist / Office Coordination capacity providing support to a large team on a diverse range of administrative and facilitation related activities, or similar role – (essential).
• Exposure to interacting with a multiple and diverse stakeholders - (essential)
• Strong proficiency in Microsoft Office 365, including SharePoint Online – (essential).
• Experience in SAP finance and procurement systems(desired)
• Experience in a retail / contact centre environment – (desired).
• Experience in a listed company, Group context – (desired).
• Experience working in a customer service environment(desired).

Our Group is committed to creating, embracing, and preserving a diverse workplace that values the unique talents, perspectives, backgrounds, and abilities that enrich our organisation. A place where everyone matters and feels included.

We are committed to Employment Equity when recruiting internally and externally.

Please take note that by responding to this application and providing your personal information, you confirm your express and informed consent for Shoprite Checkers (Pty) Ltd and all its subsidiaries and affiliates companies to process your personal information for the Company to consider your application for this position. All Personal Information which you provide to the Company will be used and/or retained only for the purposes for which it is collected, whereafter it will be permanently destroyed. Your information is only retained if it is required by law or where you have given consent to us to retain such information for an extended period.

If you don’t hear from us within 14 days, please consider your application unsuccessful. Any personal information collected as part of your application will be destroyed, securely, in accordance with South African legislation.