Office Administrator

Momentum; Sandton; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A financial services company in Sandton seeks an Administrative Assistant to ensure efficient office functions, manage client queries, and support the team with financial administration. The ideal candidate will have at least 2-3 years of relevant experience and a Grade 12 qualification. Responsibilities include managing queries, processing financial transactions, and assisting in client service excellence, all within the specified service level agreements.

Qualifications

• 2-3 years' relevant experience in administration.
• Financial services experience is desirable.
• Experience in a full-time call center setting is beneficial.

Responsibilities

• Manage incoming queries, calls, and SLAs for the team.
• Process invoices and financial transactions promptly.
• Coordinate logistics for events and meetings.

Skills

Office administration

Client relationship management

Financial administration

Microsoft suite

Education

Grade 12 or equivalent qualification

Office administration or secretarial qualification

Tools

Payments systems

Travel bookings system

Job description

Role Purpose

Ensure that the administrative functions within area of responsibility are completed efficiently and within SLA smooth running of the office by providing effective administrative assistance to the manager and team members/department, liaising with affiliates, workflow tracking, and dealing with client queries.

Requirements

• Grade 12 or equivalent qualification (essential).
• Office administration or secretarial qualification (desirable).
• 2-3 years' relevant experience (essential).
• Financial services experience (desirable).
• Experience of working full-time within a call center (desirable).
• Relevant business specific systems (e.g payments systems, travel bookings system, etc.).
• Knowledge of business correspondence standards.
• Sound knowledge of the Microsoft suite.

Duties and Responsibilities

INTERNAL PROCESS

• Manage all incoming queries, calls and SLAs of the team by assigning, directing and escalating all queries.
• Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
• Consolidate and report on all financial transactions, in line with the allocate budget.
• Reconcile and maintain supplier accounts and records to ensure good standing.
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings for the team.
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
• Order and control office supplies, refreshments and equipment, in line with budget parameters.
• Develop and maintain relevant databases and records for the team, for ease of reference and retrieval of data.
• Support the induction activities for new staff members, by proactively managing and coordinating relevant activities and resources.
• Diary management for team, as per individual team member requirements.

CLIENT

• Provide authoritative, expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Liaise with affiliates, follow-up on all outstanding queries.
• Keep accurate records for each piece of work done, including appointments, phone calls, referrals, action plan/revisions, and any other significant information.
• Where required, respond to after hours and weekend crisis calls for assistance.

PEOPLE

• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development.
• Support managers in their management functions. To work in a diverse team.
• Distribution of work that comes into the allocation inboxes and ensure that the allocation of work is done fairly and evenly throughout the team.

FINANCE

• Contribute to the financial planning process within area.
• Identify opportunities to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.