Office Administrator

Apply for Job by 20 February – Email CV and documents to

Requirements

• Matric certificate
• Competence in Microsoft Office (Outlook, Excel, Word a must)
• Events / Admin / Finance experience
• Own transport
• Preferably available immediately

Daily Duties

• Emails, Queries, Calendars & Calls – daily recon on oldest unanswered / unread item / throughput on sent items
• Website testing, links need to be tested as functional and accurate.
• Creating and sending invoices / credit notes as required, managing debtors
• Updating the database as required
• Organizing files and office equipment
• Backing up storage of work

Weekly Duties

• Following up with outstanding payments, managing bookings
• Payment Allocations on Sage (Mon & Thurs)
• Pull report from Sage for Friday Finance meeting
• Provide feedback in the Finance Meeting on the progress for the week
• Keep council, including heads of portfolios and executive committee informed by reviewing and analyzing special reports, summarizing information, and identifying trends
• Record ad hoc meetings and minutes as required
• Liaising with all portfolios and provide them with support and assistance

Monthly Duties

• Drawing and sending statements as required
• Attending and assisting with managing events
• Long Service Awards – Annual Dinner and graduation certificates

Events

• Distribute mailer no later than 3 weeks if received timeously from Edu
• Distribute mailer for main events no later than 4 weeks before event
• Assisting in hosting or arranging at events, meetings, and insights
• For large scale events (Inaugural Dinner, Annual Dinner, CEO Round Table, Broker Leadership Forum, save the date to be sent 6 weeks prior to event)
• Apply and manage CPD Accreditation.

Additional Responsibilities

• Oversee distribution of certificates with AC Develop and IISAS
• Send invite to Council members, educational programme delegates and database
• Invoice as per bookings (emails)
• Manage booking attendee list
• Update President and relevant portfolio on RSVP tracking
• Prepare documents by setting up spreadsheets (eg booking sheet), printing, copying, and binding
• Follow up on payment of invoices
• Prepare gowns and certificates for graduates as necessary

Seniority level: Not Applicable
Employment type: Full-time
Job function: Administrative
Industries: Insurance