Chief Administration Officer

Duties and Responsibilities

1. Finance

• Develop and implement Office Administration budget.
• Manage financial controls and reporting.

2. Staff Management

• Manage team performance.
• Develop individual and team competencies.
• Manage Industrial Relations.
• Recruit and select employees.
• Manage OHS requirements of the firm – 16.2 appointed officer.
• Accomplish optimal productivity levels in Administration department.

3. Communication

• Manage mass communication to staff.
• Liaise with all stakeholders and contractors regarding Service Level Agreements.
• Negotiate building lease agreements.

4. Project Management

• Plan projects in detail.
• Co-ordinate projects.
• Evaluate success of projects.

5. Support Services

• Manage outsourced services.
• Manage maintenance of equipment.
• Manage car fleet.
• Manage buildings and sites.
• Manage effective Mail Room services.
• Manage Archive services.
• Manage Telephone services.
• Manage Reception and conference room facilities.
• Manage refreshments provided.
• Manage procurement activities.
• Manage cell phone contracts.
• Manage queries and correspondence.

6. Customer Relations

• Manage queries and correspondence.
• Manage service providers.
• Ensure customer satisfaction.

Skills and Knowledge

• Communication (both verbal and written) at all levels of the organisation.
• Excellent command of English (both verbal and written).
• Coaching and mentoring.
• Ability to manage/monitor various projects at the same time.
• Ability to work under pressure.
• Ability to negotiate.
• Organisational skills.
• Client service.
• Problem solving.
• Analytical skills.
• Project management.
• Document management (archiving) system.
• Understanding of contract requirements.

Qualifications

• Matric/National diploma or equivalent qualification.
• Administration management or equivalent qualification.
• Procurement knowledge.
• General Office Management with at least 5-8 years’ experience (preferably).
• At least 5 years’ experience in staff management.
• Experience in preparing and managing large budgets.