Administration Coordinator

Primary Objective:

The key objective of this role is to present and provide a high level of quality customer service as the first point of contact for GJK Facility Services on campus office.

This role is responsible for the effective day to day support of the operations team; Work Order management, provide administrative support, data input, and preparation of correspondence and general coordination for the office and direct support to the GJK site Management

1. SAFETY LEADERSHIP

• Play an active part in supporting the Safety governance across the portfolio.

• Ensure that operationally GJK complies with all aspects of relevant Health and Safety Legislation applying to the business and employees, including:

• Active participation in the development of a strong safety culture, underpinned by strong communication, sound and appropriate processes and procedures, a non-punitive reporting culture and a focus on hazard identification and reduction at all levels.

2. WORK ORDER MANAGEMENT

• Raise and distribute all Work Orders, prioritising Emergency Work Orders

• Follow up with relevant stakeholders to gather information on Work Order status

• Escalate outstanding Work Orders / issues to relevant stakeholders.

3. OFFICE COORDINATION

• Greet visitors to the office in a warm, friendly and welcoming manner.

• Manage access to the office and car park, key and fob allocation.

• Respond promptly and professionally to all calls, emails and faxes, ensuring that the needs of the person are identified and appropriately actioned.

• Ensure all messages received are promptly and accurately recorded and distributed to relevant personnel.

• Ensure office areas are always tidy, presentable and ready for use

• All office equipment is maintained and serviceable, reporting any broken or damaged items for repair or replacement.

4. OPERATIONS SUPPORT

• Prepare reports as required.

• Maintain, update and create templates/ and spreadsheets as required

• Coordinate stores and uniform orders

5. ADMINISTRATION

• Management of collection, verification and distribution of all incoming and outgoing mail and courier deliveries.

• Management, distribution and filing of all correspondence.

• Coordination of meeting agenda and minutes of Operations meetings as required

• Monitor and maintain adequate stationery stock levels to meet company requirements and place orders as required.

• Maintain stationery storage areas in a logical, easily accessible manner.

• Coordinate catering, reservation and event booking requests as required.

• Maintain telephone lists.

• Maintain archive register.

EDUCATION, QUALIFICATIONS AND EXPERIENCE

Ideally qualified to degree level but not essential.

The following are both highly desirable and commonly required in the role:

• Minimum 5 years’ experience in a similar role

• Excellent initiative and self-management skills to deal with the range of functions and tasks to be performed.

• Demonstrated, intermediate to advanced skills in the use of Microsoft Office suite.

• Experience with Desktop publishing software an advantage.

• Demonstrated ability to provide comprehensive and efficient executive support to senior executive personnel.

• Ability to respond quickly and act positively to change.

• Solve problems well and act decisively

SUCCESS FACTORS

Safety

• Drives safety as a key component of organisational culture.

• Unwilling to compromise safety.

• Has an excellent understanding of the OHS Act generally and specifically as it relates to the industry

Continuous Improvement

• Actively identifies and implements measures for process improvements

• Proactively shares learnings to promote improvements

• Challenges the status quo and offers well considered options for improvement

Leadership

• Has an understanding of own role and delivers against expected outcomes

• Leads by personal example and in accordance with the organization

Services’ values

• Encourages and assists others to succeed

• Actively seeks and accepts feedback on performance and behaviour

• Demonstrates willingness to make and communicate difficult decisions

• Removes roadblocks for the team

Decision Making

• Undertakes an objective and practical approach to understanding and resolving problems

• Makes effective, sound and timely decisions based on available information/evidence

• Exercises sound judgement as to when to escalate issues/decisions

• Contributes to decision making and acknowledges and supports the decisions made by others

• Takes accountability for own decisions

Communication

• Effectively communicates with all levels of management.

• Speaks clearly and confidently and in a way that is appropriate to the working environment

• Shares information and knowledge with others relating to own work area

Teamwork

• Operates as an active team member by co-operating with colleagues to achieve common goals

• Proactively offers assistance and asks for help from others if required

• Treats others fairly and with respect, honesty and integrity

Planning and Organising

• Manages own time and resources effectively to ensure tasks are completed on time and to quality

• Checks for accuracy and quality of own work

• Demonstrates initiative and self-discipline

• Takes personal accountability for meeting objectives and progressing work