Office Administrator

Duties & Responsibilities

Operational Delivery

Hours of operations 08H0am 16h30am currently work from home with ad hoc office attendance. ABB may request daily on-site attendance at their discretion
Creating/ generating/checking purchase requisitions on SAP and keeping records as required LM, Alrode and Port Elizabeth
Process invoices received in workflow and grv accordingly
Following up on releases and payments LM, Alrode and Port Elizabeth
Liaise with landlords and 3rd party service providers on required invoices/documentation for processing
Support landlords and 3rd party service providers
Capture monthly RE invoices on excel - LM, Alrode and Port Elizabeth
Backup for Durban and Cape Town branches admin tasks including PR creation, processing of invoices, follow- up payments, etc as and when required.
Assisting with creating PRs and related admin tasks for GBSS functions namely AP/AR & general accounts, GBS Controller, SCM, tax, treasury, legal, transformation manager as well as CFO and CEO.
Assist all other business ad hoc basis only as and when required on email responses to ABB employees and third parties
Support Auditors queries
Raise SNOW tickets
Contact GBS for any queries/follows
Contact 3rd party service providers as required by ABB
All and any assistance required in any area of facilities and maintenance admin services as well as RF admin support for all sites for RE team as well as ABB RE contractors
Support sub-tenant requirements and ensure charge-out file updated
Provide monthly accrual file to controller
Facilitate induction and assign access cards to new employees as well as visitors and contractors ad hoc when on site
Oversee and manage access card applications ad hoc when on site
Ensure readiness of workspace for new employees including issuing of desk phones ad offer full training for same ad hoc when on site
Participate in hygiene inspections and report issues accordingly
Identify SOTs and report ad hoc when on site
Ensure that all contact lists and notices are updated around the building
Checking/supervising the cleanliness of entire office areas, printer areas, boardrooms, kitchens, pause areas and bathroom ad hoc when on site
Logging calls for breakdowns/ repair work required around the building ad hoc when on site
Monitor the cleaners, pause area and ither IFM personnel and report any lack of service ad hoc when on site
Refer cleaners pause and bathroom area checklist has been accurately completed. Check time and action. Report if any inaccurate information completed ad hoc when on site
Assist with correct operation or reporting of office equipment, telephones and IT elated equipment breakdowns in boardrooms and around the offices ad hoc when on site
Control and checking of meeting room accessories handed out and has been returned ad hoc when on site of booking of video conferencing and associated boardrooms as well as assisting with set up of video conferencing equipment ad hoc when on site
Assist with facilities support when functions are organised by other departments in auditorium or elsewhere ad hoc when on sit

Skills and Competencies

Time Management Skills
Good communications skills
Good customer service skills
Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting
Resilience: ability to cope with setbacks
Ability to work unsupervised and within a team
Self-disciplined, motivated, energetic self-starter with an exemplary work ethics
Capability to interact with both internal and external customers at all levels
Ability to maintain confidentiality
Attention to detail with a methodical and structural approach
Results focused and professionalism
Ability to multitask
Ability to follow established procedures
Ability to work under pressure
Project a professional and competent image at all times when on duty
Customer centricity

Qualifications