Receptionist and Administrator

Let's Write Africa's Story Together!

Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description

African Infrastructure Investment Managers (Pty) Ltd was established in 2000 and has established itself as a leading niche private equity fund manager, specialising in infrastructure equity investments in the African market. AIIM actively manages investments in North, East, West and Southern Africa and has assets under management of USD 2.9 billion with a track record extending across eight African infrastructure funds.

Role Overview

AIIM is seeking a Receptionist to support the Operations team with general office management and administration.

Key Result Areas:

This role provides immediate response to complex administrative requirements in

accordance with SLA parameters, in a processing environment. The incumbent is individually accountable for achieving results through their own efforts.

The successful candidate will be responsible for but not limited to:

• Reception duties which include answering switchboard, receiving of visitors
• Manage courier services, sending and receiving of goods as required
• Assisting with day-to-day office access control
• Coordinate and arrange various internal and external meetings
• Manage schedules for seating, parking, and meeting rooms
• Filing and organizing records, invoices, and other important documentation
• Manage stock count, orders, and deliveries
• Participate actively in the planning and execution of company events and team functions/lunches/meetings
• Oversee cleaning staff
• Liaise with Landlord and building maintenance on facilities maintenance
• Facilities check, meeting rooms, printers, coffee machines, etc.
• Procurement of office related requirements, groceries, IT Equipment, stationary, etc
• Liaise with IT on maintenance/ call outs / IT related issues

Skills, Qualifications and Experience required:

• Matric, with relevant tertiary qualification/courses
• 3 to 5 years relevant experience, preferably in Financial Services
• Advanced MS office skills Outlook, Excel, Word and Powerpoint
• Knowledge of DocuSign, Expensepoint and Travel IT (not essential but highly preferred)
• Able to work comfortably in an open, fast paced environment
• Able to effectively juggle multiple priorities
• Learning agility essential especially with new systems or ideas
• Fully multi-skilled across products and processes.
• Office management experience (not essential but highly preferred)

Personality Attributes and Competencies:

• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Interpersonal skills
• Flexible & dynamic self-motivated, can work independently, results driven, ability to deal with change
• Excellent intellectual & conceptual abilities
• High energy level, strong sense of teamwork and a 'can do ' attitude
• Strong execution ability to close off effectively on tasks and projects
• Follow-through - the motivation to ensure the highest standards of quality and productivity are consistently maintained (must pay attention to detail and ensure accuracy)
• Forward thinking and innovative

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

Responsibilities

Administration

Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.

Business Meetings/Events Arrangement

Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.

Correspondence

Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.

Document Preparation

Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.

Work Scheduling and Allocation

Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.

Data Collection and Analysis

Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.

Insights and Reporting

Extract and combine data to generate standard reports.

Budgeting

Monitor and analyze data using budgeting systems and protocols.

Personal Capability Building

Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.

Operational Compliance

Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.

Procurement

Support others by carrying out simple procurement tasks. Involves following established procedures.

Skills

Meeting Organization, Office Administration, Organizing, Planning Ability

Competencies

Directs Work

Drives Results

Ensures Accountability

Manages Complexity

Optimizes Work Processes

Plans and Aligns

Tech Savvy

Education

Matriculation Certificate (Matric)

Closing Date

25 March 2025 , 23:59

The appointment will be made from the designated group in line with the Employment Equity Plan of Old Mutual South Africa and the specific business unit in question.

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