ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the effective Office Management for the portfolio.
a. Administration
• Stationary: procurement and stock control of stationary required within the department.
• Distribute internal policies throughout the portfolio
• Maintain regular contact with all of the internal departments to ensure that policies and procedures are being met.
• Assist Property Management personnel where necessary
• Consolidation of monthly management packs for the client
• Printing and distribution of monthly management packs to the client within timeframe
• Minute taking: attend all meetings and take minutes. Distribute accordingly within the given time frame.
• Maintain an up to date Organogram of the department
• Draft letters, addendums etc for Portfolio Executive
• Any adhoc tasks required from time to time.
• Coordinate company staff – General, Building + Travel Expenses Claims
• Fleet management
• Travel Arrangements
b. Diary Management & Correspondence
• Set up meetings: arrange a venue, food, etc. for meetings held internally and externally. Send out invites to all attendees.
• Keep team informed of changes within the portfolio
• Distribute various communiques to all staff members within the portfolio (updates on HR policies, upcoming events etc)
c. Human Resources
• Manage the process of new staff enrolment. Communicate with HR and training departments to ensure that the new user is correctly set up on all of the necessary platforms to ensure that they are able to fulfil their roles.
• Liaise with HR regarding staff changes, complaints or queries
d. IT/BOL/ mail assistance
• Efficient training as a SUPER USER to assist with internal and client related queries on
the BOL as well as the EOH systems.
• Follow up on faults logged and respond accordingly. Provide feedback to the relevant
parties.

2. Assumes responsibility for ensuring professional business relations with the client.
• Works to develop and maintain productive business relations with client.
• Promotes goodwill and a positive image of the Company.
• Assist the client and tenants with various queries and refer them to the relevant
departments or help desk for further assistance.

PERFORMANCE MEASUREMENTS
1. Good working relations and communication exists within the department – Administrative support and assistance is provided as needed.
2. Good working relations exists the client
3. Good communisations and coordination exists with Portfolio Management
4. Portfolio and client are correctly and timeously informed of changes and/or updates
5. Administrative functions are completed in accordance with the established standards, policies and procedures
6. Management Packs are complete, accurate, and delivered on time according to schedules
7. Senior Management is appropriately informed of any significant problems or changes within the portfolio.

EDUCATION/CERTIFICATION:
Diploma in Administration or equivalent. Some college preferred.

REQUIRED KNOWLEDGE:
Knowledge of word processing and spreadsheet applications.

EXPERIENCE REQUIRED:
Two to three years of secretarial experience.

SKILLS/ABILITIES:
Proficient typing skills.
Good interpersonal and public relations skills.
Solid analytical, creative, and problem-solving abilities.
Project management skills and well organized.
Able to work well independently.
Able to assist, direct, and coordinate others.