Business Operations Administrator

Position: Business Operations Administrator Location: Bellville, Cape Town Minimum Qualification Criteria: Degree in Business Administration, Facility Management, or a related field preferred. Experience with compliance and regulatory requirements 5 years of experience as a Business/Operations Administrator or in a similar position Familiarity with banking procedures and documentation is beneficial Knowledge of office management systems and procedures Excellent time management skills and ability to multitask and prioritize work Strong organizational, planning skills and administrative skills. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office and data management software. Detail-oriented with strong analytical and problem-solving skills. Knowledge and understanding of FIC ACT Knowledge and understanding of POPIA Able to interpret law or legislation Able to draft and implement policies Customer service/support experience will be an advantage Able to delegate Self motivated Able to adapt easily Able to work independently Able to work under pressure Roles and Responsibilities: Draft and implement policies for the FIC ACT Implement RMCP - FIC ACT Implement GAP Analysis Implementing POPIA Take responsibility for the administration and management of FICA processes including the research of new clients, review of FICA requests, FICA-related workflows, response to FICA queries and maintaining the FICA reports Complete ongoing training as necessary on the FIC ACT to keep up with the regulations Due diligence of clients Basic preparation of contracts for clients Handling administrative requests and queries from senior managers Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Maintain a filing system Client liaison Provide general support to visitors Answering calls and correspondences Drafting and mailing customer correspondence and newsletters. Ensure timeous resolution of all client/internal stakeholder correspondence, queries, and complaints Creating and maintaining excel reports on projects Relaying information, feedback and questions extremely accurately to the relevant party. Provide related responses based on information given by relevant party. Plan, direct, and coordinate multiple projects Feedback loop on "to do list" items. Checking up on own accord, relaying pertinent information to relevant party Develop and update administrative systems to make them more efficient Create standardized templates to increase workflow efficiency and decrease duplication of tasks Improving and adjusting templates as the business develops Resolve administrative problems Keep up to date with best practice methods. Keep up to date with latest technology that can be used to streamline workflow processes. Provide polite and professional communication Ensure client records are up to date Organising events, scheduling meetings/appointments, and making travel arrangements. Maintain meeting minutes Managing the maintenance of office equipment/supplies. Performing other duties as assigned. Assist with maintaining log-books as required. Coordinate office procedures Company secretarial duties Cooperate with other departments to ensure compliance with established policies Maintain trusting relationships with suppliers, customers, and colleagues Scheduling appropriate conferences and meeting rooms Updating spreadsheets and other data entry tasks Managing travel expense processes Using accounting and expense management tools Updating the companys social media pages Creating and maintaining office documentation Organizing health and safety and first aid and other statutory compliance training Organizing employee paperwork Maintaining and updating employees emergency contact information Updating employee handbooks and other relevant policy documents Helping schedule job interviews and exit interviews Executive assistant to MD Identify and source new costs saving opportunities and improve performance, policies, and programs Establish functional relationships with stakeholders providing services for the organisation Timeously submit all relevant reports to client/s or internal stakeholders upon request Giving feedback on office efficiency and suggesting possible improvements Manage the cleaning service. Check and monitor daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials Take ownership of health and safety of the office i.e., maintaining and updating office health & safety guidelines, organise training, fire evacuation procedures etc. Ensure compliance and confidentiality on data management systems Ensure automation and digitalization of data management processes Establish and carry out departmental or organizational goals, policies, and procedures Direct and oversee an organization's financial and budgetary activities Manage general activities related to making products and providing services Consult with executives, staff, and board members about operations Negotiate or approve contracts and agreements Analyze financial statements, sales reports, and other performance indicators Ensure that everything is organized and that both short and long-term plans are seamlessly executed. Coordinate repairs and maintenance Maintaining company share registers and share certificates Create and maintain Insurance register of equipment Create and maintain Asset registers Create and organise project codes and templates Keep mailbox organised and file accordingly Key Personality Traits: Patience Resourcefulness Anticipates needs Emotional Intelligence Flexibility Editing and Proofreading Reporting Skills Analysis Strong leadership skills Teamwork Intelligence. Seeking to grow with a new company and reach higher positions Seeks stimulation, always looking for ways to improve and streamline. Able to deal with difficult people, defuse a situation. Getting to the core of the problem Always seeking to find easier/more efficient ways/systems to complete medial tasks Discretion and Judgment Professionalism

Location: Cape Town City Centre, ZA

Posted Date: 11/6/2024