Operations Officer - 6 month contract

Job Description

We are looking for a professional, high-performing Operations Officer with exceptional leadership and operational skills. The successful candidate will help to build a vibrant, knowledgeable, data-driven, people-led to positively contribute and add value to the business.

Facilities / Office Management

• Liase with HR department to maintain office policies and standards
• Coordinate with IT department on all office equipment and the procurement processes
• Manage relationships with vendors, service providers, landlords and stakeholders
• Manage the office services by ensuring office operations and procedures are adhered to, correspondence is controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Developing and implementing office policies in conjunction with HR, IT and guidance from facilities, by setting up procedures and standards to guide the operation of the office
• Ensure that all special projects are coordinated and managed effectively and efficiently. For example; ISO27001/ Office events
• Coordinating building projects, renovations or refurbishments

• Regularly liaise with landlord to schedule any building maintenance required
• Ensures that there is a process for after-hours emergency contact procedures
• Ensures that there is a security process for any afterhours work to take place on company property
• Executes CCTV System Administration efficiently
• Ensure the use of this system is in accordance with the policies in place
• Ensure that CCTV system procedures are adhered to

Administration

• Accurately record and distribute minutes from meetings where required
• Provide additional administrative support where required
• Prepares and collates presentations, reports and spread sheets as and when required
• Calendar management where necessary

Health and Safety

• Ensure that health and safety policies and procedures comply with legislation and is adhered to
• Ensure that risk assessments are executed timeously
• Ensure that all policies and procedures are always adhered to, both by internal employees and external guests.

Business Administration

Ensure that all employees have active Zoho accounts upon starting date

Provide assistance on Zoho platform in order to execute the submission of staff reimbursements

Ensures that all reimbursements are paid

Ensures that all invoices are sent to finance timeously

Track and reconcile accounts payable and provide reports on monthly transactions

Prepare financial reports for management by collecting and reconciling monthly transactions, and operational costs

Manage and reconcile petty cash account

Administrate budgets and ensure cost effectiveness, which includes:

• Administrate, monitor and maintain the office salary budget and benchmark positioning and provide monthly reports
• Administrate, monitor and maintain the office incentive budget and provide monthly reports
• Administrate, monitor and maintain the office training and conference budget and provide monthly reports
• Administrate, monitor and maintain the office recruitment costs and provide a monthly report
• Administrate and prepare bonus and salary increase schedules for HRBP

Job requirements

• 4-6 years relevant experience
• Bachelors Degree in Business Administration or relevant qualification
• Proficient user of MS Office Packages including Word, Outlook, Excel & Power Point