PAOffice Administrator

DUTIES AND RESPONSIBILITIES:


1.1 MANAGEMENT MEETINGS

• Agenda of meetings
• Minutes
• Action list on previous minutes
• Information Packs

1.2 CATERING & VENUE PREPARATIONS

• Arrange or purchase food drinks and snacks for meeting
• Clean and prepare venue
• Check that projector works and/or flipchart and pens are needed

1.3 FLIGHT AND ACCOMMODATION

• Book flights timeously for Regional Managers in Regions
• Arrange / coordinate transport to and from airport
• Book accommodation for Regional Managers

1.4 MANAGEMENT REPORT

• Monthly
• Get information from HR / Payroll Finance Training to compile report
• Executive Chairman to approve before distributing to Management Team

1.5 REPORTS

• Monthly reports for specific meetings
• Generate reports
• Distrubution of reports

1.6 TRAVEL AND ACCOMMODATION

• Book & liaise accommodation for Management & Personnel
• Quotes
• Send accommodation invoices to Finance for payment.
• Send proof of payment to guesthouse / hotel
• Book flight tickets rental vehicle for General Managers / Officials when needed
• Booking bus transport for personnel when needed
• Forward invoices to Finance for payment

1.7 NEWSLETTER

• Distribution
• Receive information from different role players: HR / Payroll Executive Chairman
• Update Outlook contacts with new and resigned personnel
• Compile information on newsletter template
• Executive Chairman to approve newsletter
• Publish newsletter on webpage

1.8 MARKETING

• Maintain manage and update website as needed
• Marketing material (pamphlets / brochures / posters / banners / pens / calendars
• Keep material updated i.e. prospectus / website etc.
• Distribute as needed
• Arrange for printing if required

1.9 IT ASSISTANCE

• Fault report to IT
• Keep record of software / hardware
• Purchase of computer equipment and software as requested
• Copier/Scanner – admin assistance
• Internet – Admin Assistance
• Telkom – Admin Assistance

1.10 INJURED ON DUTY (IOD)

• Attend to IOD cases promptly
• Register employee within 7 days
• Uploading documents on system – all documents relating to the IOD as and when received
• Complete relevant forms to be taken with to Hospital / Doctor
• Follow up on documents to be captured on system
• Liaise with employee Hospital Doctor and Department of Labour
• Copies of all documents to HR / Payroll to be kept on personnel’s file
• All documents to be filed on PC

1.11 PROTECTIVE CLOTHING / UNIFORM

• Clothing orders are done once a year or as needed per region and couriered to each region
• Correspond and order with supplier
• Order requests will be received from Regional Managers
• Stock control of Head Office clothing
• Distribute orders as requested

1.12 BOARD ROOM

• On ad hoc basis
• Manage bookings of board room
• Ensure that it is clean
• Setup coffee / tea serving table

1.13 VODACOM

• Receive invoices and statements from Vodacom and forward to Executive Chairman
• Forward each Regional Manager’s invoice and itemized billing by email monthly
• Keep records on file & PC
• Manage the upgrades of all Managers with cell phone allowances
• Get upgrade (handset) option from Manager/s and send order form through to Vodacom or they can order it directly from their nearest Vodacom shop they just need to get a quote and get it approved by Executive Chairman
• On request when needed arrange to topup data on Regional Manager’s cell phones / data contracts

1.14 ADHOC QUOTATIONS

• As per request
• Get information from the Regional Manager
• Complete a Costing Model based on staff / salary received from Regional Manager
• Compile quotation for approval by Executive Chairman
• Send approved quotation to Finance and HR / Payroll