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Boardroom Appointments
Executive Project Administrator
Job summary
A property management company in Johannesburg is urgently hiring an Executive Project Administrator. This role involves providing critical administrative support including diary management, travel logistics, and project management assistance. The ideal candidate will also supervise team members and ensure effective compliance monitoring. Requirements include a minimum of Grade 12 and several years of experience in executive support, project management, and Oracle. Competitive remuneration package on offer.
Benefits
Qualifications
- Minimum Grade 12 qualification required.
- 3+ years in Executive Support.
- Experience in Project Management (3 Years) is essential.
Responsibilities
- Provide administrative support to Executive.
- Manage diary and travel logistics.
- Supervise and mentor team members.
Skills
Education
Tools
Urgently hiring an Executive Project Administrator
Department: Facilities
Reporting to Executive Head: Facilities
Remuneration: CTC from R12K R14K (dependent on experience, qualifications) plus 5% provident fund contribution
Contract type: Full-time, On-site, Permanent.
Client industry: Property development and management business.
Applications Closing date: 22ndJune 2023
Role and Responsibilities: The Executive Projects Administrator provides administrative support to Facilities Executive in the management of the business. This includes system administration, event logistics, diary management and travel coordination, general office administration, and Project Management administration and support. The Executive Projects Administrator supervises a number of clerical roles and occupies a key role in the company by providing critical Executive support.
REQUIREMENTS:
MINIMUM QUALIFICATIONS
- Grade 12
EXPERIENCE & SKILLS:
Specific Qualification: Essential / Desirable
- Highly Energetic: Essential
- Can of Attitude: Essential
- Executive Support: 3 Years
- People Supervision: 1 Year
- Project Management: 3 Years
- Oracle Knowledge: 1 Year
- Diary Management: 2 Years
- Travel Logistics: 2 Years
Key Performance Areas
- Project Management Administration and Support
- System Support
- Executive administration support
- People Supervision and development
ROLE OUTPUTS:
- Executive administration support
- Provide Administrative support to Executive.
- Diary Management
- Printing
- Filing
- Board packs compiling bringing and distribution.
- Managing board meetings Setting up, Acceptance, food provided, Board packs are ready, ensuring parking is available.
- Communication
- Minutes taking
- Produce reports, presentations & Briefings.
- Following up with stakeholders to provide feedback and consolidate information.
- Serving as the point of contact between the executive and their clients and/or service providers.
- Monitor the budget and arrange payments.
- Report on staff welfare initiatives.
- Training of Facilities staff
- Monitor the budget and arrange the payments.
- Report on training interventions.
- Ensuring all compliance-related training is budgeted for and completed.
- Ensure training is conducted effectively.
- Implementation of CiiMS across the organisation
- Management of Workshop 17 account
- Monitor and maintain of the following libraries:
- Lift library.
- Pest control library.
- Heat pump library.
- Sup pump library.
- Water storage tank library & any other facilities libraries.
- Any other facilities libraries
- Adding, and removing functions on CiiMS system
- Monitor Library compliance and flag with relevant stakeholders before they expire
- Oversee the process of building compliance.
- Oracle - Creating Purchase Orders
- Assigning or Closing open POs
- Training subordinates on Oracle.
- Managing Oracle training
- Trello Assigning work and ensuring it is executed within the specific time period.
- People Supervision and development
- Supervise, coach, mentor, and develop teams.
- Executing TAA approval
- Approving Leave
- Disciplinary hearings
- Coordinating Travel Arrangements
- Arranging flights, accommodation, and car hire for CFO, CEO, Executive Head of Facilities
- Management, Regional Precinct Managers, and Human Resource Managers.
- Manage International Bookings
- Visas
- Passports
- transfers
- Accommodation
- Currency exchange
- RSVP for Conferences
- Fight Bookings
- After-hours arrangements for any members of staff
- Compliance Monitoring
- Oversee the process of building compliance
- Ensuring that the compliance file is up to date (Audit)
* The salary benchmark is based on the target salaries of market leaders in their relevant sectors. It is intended to serve as a guide to help Premium Members assess open positions and to help in salary negotiations. The salary benchmark is not provided directly by the company, which could be significantly higher or lower.