18 Other Administration/PA/Secretary jobs in Cape Town on Job Mail

The role of the MCLO is to:

• Primarily deal with walk-in members to the various sites in the regions where they have been allocated.
• Receive claim documentation to all exited members of the fund.
• Provide members with Fund information when required.
• Assist deceased families with funeral and death claims.
• Ensure compliance/adherence by participating employers to the Pension Fund’s Act of 1956.
  • Ensure that all allocated employers pay contributions by the 7th of each month.
  • Ensure that all allocated employers send the related contribution schedules by the 15th of each month.
  • Inform and ensure that transgressing employers are charged LPI and pay it over to the Fund.
  • Ensure accuracy of data
• To ensure employers who comply with the Act as per above are issued with Compliance Certificates.
• To train and keep participating employers up to date with Fund and industry information that affects both employers and their employees.
• To ensure that they create and maintain relationships with all relevant stakeholders of the Fund.
• To manage the relationship between participating employers and the back office.
• To understand operational requirements and be able to explain to participating employers.
• Be responsible for new employer registration in their designated working regions.
• Ensure complete and accurate documents are sent to the back office for registration of the employer.

Areas of Responsibilities

Key Activities

Member Walk-Ins

• Receive members and help them with submission of claim.
  • First ensure that the member is a member of the Fund
  • Ensure that the member is not still employed in the industry
  • Check that the contributions are up to date
  • Check that all claim documents are available:
    • Claim documents are completed and signed and stamped by both employer and member
    • Copy of ID is available and clear
    • Copy of bank statement is available and clear
    • Letter from SARS is available and show Tax number
  • Advise member is there are any discrepancies regarding the membership or any of the above.
  • Help member to understand what the member needs to do.
• Advise members who come to enquire about their membership on their status
• Where a member has shown proof that they were employed and the employer has not paid, refer to the relevant CLO and/Compliance Manager for further investigation.
• Provide members with benefit statements, where available.
• Help member submit the funeral claims to the funeral claim administrator.
• Educate members on benefits of the fund and process.
• Provide a weekly report to the manager for consideration and review.

Planning for Weekly Trip

• Do a yearly travel plan split per month.
• All travel plans to be approved by the manager and ultimately by the head of department before you embark on a trip.
• Any deviation from plan must be motivated and plans changed accordingly.

Investigate Employer Compliance – Non Compliant Employer

• Run or request an employer reconciliation from relevant department/administrator
• Determine the extent of non-compliance or compliance by:
  • Analyzing the reconciliation to see if the employer has paid and sent all schedules to the Fund.
  • Ensure for those months where no updates or cycles were run that the contributions received equal the schedules received.
  • Ensure that the schedule received has all required information and it is correct i.e. ID numbers, all names and surnames, date of joining employer, date of joining fund, salary, the correct contribution rate has been applied.
  • Ensure that the Late Payment Interest (LPI) is calculated for all outstanding or short paid contributions.
  • Engage employer to recover all unpaid contribution and outstanding schedules
  • Refer all unresponsive employers to the Compliance Manager for further action to be taken.
  • Train employer on Fund processes and industry expectations.
  • Work closely with the Compliance Manager or Legal Consultant to ensure that litigation is done timeously on employers who are not co-operating.
  • Complete a CLO Engagement Form or Consultant Visit Report. Keep a record of this and provide to your manager for review.

Compliant Employers

• Maintain working relationship with all compliant employers and ensure that all compliant employers are communicated with monthly.
• Provide support to all compliance employers with all operational needs.
• Ensure that all claim forms for compliant employers have been collected and sent to the back office for processing.
• Train and keep employers up to date with operational and industry developments.
• Train and get all compliant employers on EPIC.
• Complete a CLO Engagement Form or Consultant Visit Report. Keep a record of this and provide to your manager for review.

Fund awareness and member education

• Attends industry forum meetings organized by Department of Labour and PSIRA to identify trends in the industry to curb non-compliance.
  • Attend Union meetings on request to advise on Fund processes and industry requirements.
  • Distribution of updated PSSPF information via brochures, as required.

Essential Knowledge, skills and Experience

• Matric certificate or Recognition of Prior Learning
• Good command of English
• Valid Driver’s Licence
• Communication Skills
• At least 2 years employee benefits / retirement fund administration
• Everest experience will be advantageous
• Working knowledge of Microsoft Office packages especially Microsoft Excel, Word and Powerpoint and Outlook.
• Analytical
• Results and solutions driven
• Customer-centric approach
• Accuracy

Purpose of this job

The Office Manager oversees the day-to-day running of the business and the management of staff. The Office Manager is responsible for effective planning, directing, delegating, coordination, staffing, organising and decision making to ensure the smooth running of the business functions and the various roles within the teams/departments. Reports on vital information to the business and overseas key administrative functions for the Business. Reports to General Manager. Number of direct reports - 12

Role and Responsibilities

Staff & Office management

• Manage staff, preparing work schedules and assigning specific duties
• Build a unified team – encouraging and building mutual trust, respect, and cooperation among team members.
• Oversee, monitor, and evaluate staff performance against job descriptions
• Motivate the staff
• Time keeping & Leave approval
• Effective management of workloads
• Staff Training & Skills development [WRSETA]
• Expense Claim approval
• Oversight and approval of Company shopping, stationery, and consumables
• Lead weekly team meeting

Human Resources

• Employee contracts
• Employee files
• Electronic Policy Management per staff member
• Recruitment – interviews, sourcing, declining candidates
• Staff Wellness – Birthdays, Treat days, Flowers and special occasions
• Staff Events – Team Builds and End of Year Functions
• Booking time with HR consultant
• Onboarding and inductions
• Setting up of Probation reviews
• KPI meetings
• Payroll issues
• Salary and Review Letters

Warehouse oversight

• Overseeing the correct management of stock
• Making sure weekly cycle counts are taking place
• Prompt investigation of variances
• Marketing material stock levels
• Marketing material distribution
• Weekly meetings with teams to see what is trending to add to JR order
• Report on the above to FM and GM

Properties and Facilities Management Oversight

• Facilities management for 3 properties
• Tenant liaison and administrator of lease agreements
• Security Guards
• Building maintenance
• Management of service providers
• Management of key holders and keys
• Alarm & code allocation
• Fire Hydrant and Lift Servicing

Company Travel Management Oversight

CRM

• Oversight of CRM staff engagement and reporting on non-compliance
• Ensuring staff response times are within agreed time frame

New Salons

• Assist GM in the management of new hair salon and staff employed within the salon
• Rent-a-chair Stylist Management and contracts

Skills

• Have the capacity to work effectively under pressure, react quickly, and meet tight deadlines, determination, diplomacy and excellent interpersonal skills
• Critical thinking and problem-solving skills
• Planning and organizing
• Decision-making
• Communication skills
• Persuasiveness
• Influencing and leading
• Delegation
• Team work
• Conflict management
• Adaptability
• Stress tolerance

Experience

• Previous experience in managing teams and personnel
• Knowledge of human resource principles and practices

Qualification and Education

• Matric
• Diploma in Business Management
• 5 years previous experience in a similar role
• Valid drivers license and own reliable car

Must have matric (Grade 12)

Willing to work weekends

Must type 30 words per minute

Must have an Accuracy of 98%

Must have at 2-3 years experience in data capturing

Willing to work within a warehouse environment

Clear criminal record

Sober habits

Must live in the Western Cape

Must email CV

PURPOSE OF ROLE

• To receive and perform quality assurance on documents and assessment of claims for legitimacy based on the specialized requirements of the role.
• To initiate all new claims received on the operating system used by Salt Employee Benefits
• To follow up on behalf of members on all outstanding claim payments
• To deal with member queries and advise members on fund benefit structure and benefits
• To act as a liaison between the members of the Fund and Fund’s other service providers (funeral benefit administrator, Section 37C Investigators, Trust Fund Administrators, Tracers) in receiving claims and ensuring that they are processed timeously.

WALK IN MEMBERS

• Receive members and help them with submission of claim.
  • First ensure that the member is a member of the Fund
  • Ensure that the member is not still employed in the industry
  • Check that the contributions are up to date
  • Check that all claim documents are available:
    • Claim documents are completed, signed and stamped by both employer and member
    • Copy of ID is available and clear
    • Copy of bank statement is available and clear
    • Valid Tax number for the member

• • Advise member if there are any discrepancies regarding the membership or any of the above.
  • Help member to understand what the member needs to do.

• Attend to members and beneficiaries who are submitting and following up on their claims (withdrawal, funeral, disability, death, unclaimed benefits, retirement, trust fund)
  • Ensure that the member’s claim has the necessary documentation and attachments according to type of claim.
  • Escalate claims that are outside the service level agreement.
  • Advise member of any outstanding documentation or what will affect the delay of the claim.
• Advise members who come to enquire about their membership on their status
• Where a member has shown proof that they were employed and the employer has not paid, refer to the relevant CLO/MCLO for further investigation.
• Provide members with benefit statements, contribution history and quotations where available.
• Educate members on benefits of the fund and process.
• Provide a daily report to the manager for consideration and review.

REPORTING AND ADMIN

• Submit daily and weekly reports.
• All claims and documents to be uploaded and indexed on Everest/EPIC system used by Salt

RELATIONSHIP MANAGEMENT

• Strictly adhere to the rules and policies of the Fund, legislation, administration procedures and service level agreements.
• Maintain and improve quality results by adhering to standards and guidelines; recommend improved procedures.
• Attend internal and external training required.

TIME MANAGEMENT

• Excellent time management.
• Flexible and ability to work under pressure and multitask.

KPI

1. No quality assurance failures on new claims submitted
2. Feedback from members, colleagues and employers on employee performance
3. All claims initiated on EPIC will have complete documents and ready for processing
4. Unpaid claims outside of SLA timeframes that have been escalated for payments
5. Unattended claims with proof of escalations
6. Identified discrepancies between work done by yourself and your colleagues.
7. Members assisted are correctly captured and reported.
8. Timeous reports on employer engagements.
9. Reports provided daily without any errors.

COMPETENCIES REQUIRED

• Matric
• Basic Excel skills
• Communication (Written and Verbal)
• English (Business writing and email etiquette)
• Stakeholder management (CRM)
• Industry knowledge and at least 2 years Industry experience
• Accuracy and attention to detail
• Judgement and Decision Making
• Working under pressure And Deadline driven
• Organizational skills / Planning and prioritizing
• Interpersonal skills
• Settings goals
• Cross team collaboration
• Innovation
• Management of time
• Customer service

QUALIFICATIONS

• Matric or Recognition of Prior Learning

To provide operational support to the CEO of the company.

RESPONSIBILITIES

Running of offices

• Identify operational resource and equipment needs and advise senior management for action. Management of all ordering of requirements for the office. Liaising with various service providers and ensuring invoices are paid on time.
• Understand operational system requirements and advise on changes.
• Manage all office moves with relevant sign off
• Providing support to Management and Reporting
• Submit weekly performance statistics on Mondays

Management Support

• Coordinate all Executive meetings
• Record all minutes of these meetings and distribute accordingly with action items
• Keep a register of all meetings
• Manage Executive Office diaries

Marketing and New Business :

• Manage & order all Salt EB Branded merchandise (liaise with suppliers, obtain quotes, obtain approval from management for expense, place orders etc.)
• Coordinating events (draft & send event invites, identifying venue, catering, do costing, manage RSVP lists, liaise with suppliers (catering, etc.).
• Act as a brand ambassador for Salt EB, always ready to go the extra smile for, members, clients etc
• Flight bookings for New Business Team and Executives
• Arrangements with florists for flower delivery
• Assist with listing of properties and arranging for repairs

QUALIFICATIONS AND SKILLS

• Matric certificate or Recognition of Prior Learning
• Good command of English
• Communication Skills
• Working knowledge of Microsoft Office packages especially Microsoft Excel, Word, PowerPoint, and Outlook.

ORGANIZATIONAL VALUES

• Ensure adherence to all organizational objectives
• Devote the whole of your time, attention and abilities during working hours to discharge of your duties with strict accuracy.
• Use your best endeavors to properly conduct, improve, extend, develop, promote, protect and preserve the business interest, reputation and goodwill of the company.
• Any other duties as determined by the business needs and to participate in all organizational events as required.

ADDITIONAL

• Ability to interact with people at all levels
• Ability to listen
• Ability to take initiative
• Integrity
• Confidentiality
• Reliability

• Must have a valid passport
• Must have a valid work permit
• Must be fully vaccinated
• Must have a red seal certificate
• Must have a medical
• Must be willing to work Internationally (outside of South Africa)
• Must have 2 years working as a Rigger assistant experience
• Must have a clear criminal record
• Sober habits
• Must live in Cape Town

An administrative supervisory co-ordination job, that is concerned with the business unit’s administrative functions in all areas of the business.

Requirements:

Grade 12

2 years related experience
Experience in managing staff
Experience in front-office duties
Manage and knowledge of general administration tasks in the areas of stock, procurement and invoicing
Knowledge of contract management
Knowledge and competence in Excel spreadsheets and Microsoft Word
Ability to work with people
Good organizational and planning skills
Experience with procurement processes

Send CV to chantell@prrrecruitment.co.za

South African's #1 Property Investment Group is looking for a Receptionist to join their team in Cape Town!

REQUIREMENTS:

• Grade 12
• Reception experience would be preferred
• Operating switchboard
• Administrative support
• Bilingual
• Great communication and interpersonal skills
• Excellent telephone etiquette
• Attention to detail
• Computer literate
• Be presentable
• Own reliable transport

DUTIES AND RESPONSIBILITIES:

• General reception including operating switchboard, answering calls, taking messages and greeting/attending to clients/ visitors
• Attending to bulk mailing and social media campaigns
• Inviting and confirming attendees for show houses.
• Manage general & services inquiries from web, mail and phone
• General office assistance
• Arrange meetings & manage diaries
• Maintaining a high level of general Customer Service
• Maintain and update CRM
• General office administration when required
• Any further duties as requested from time to time

South African's #1 Property Investment Group is looking for a Receptionist to join their team in Cape Town!

REQUIREMENTS:

• Grade 12
• Reception experience would be preferred
• Operating switchboard
• Administrative support
• Bilingual
• Great communication and interpersonal skills
• Excellent telephone etiquette
• Attention to detail
• Computer literate
• Be presentable
• Own reliable transport

DUTIES AND RESPONSIBILITIES:

• Operating of the switchboard, including answering calls, taking messages and general reception.
• Greeting/attending to clients/ visitors in a professional manner.
• Attending to bulk mailing and social media campaigns.
• Inviting and confirming attendees for show houses.
• Manage general and services inquiries.
• General office assistance.
• Arrange meetings and manage diaries.
• Booking of meeting rooms.
• Maintaining a high level of general Customer Service.
• Maintain and update CRM daily.
• Keeping reception area neat and tidy.
• Any further duties as requested from time to time.

Present a professional and courteous front-line image for the company at, 122 St Georges Mall 2nd floor Callforce. Maintain proper and superior hygiene standards when executing your duties. Greet all visitors (this included staff, clients, service providers, contractors etc.) warmly, sincerely, and enthusiastically. Notify host of their visitor's arrival, the host will collect the guest/s from the ground floor waiting area.

Switchboard

• Answer the CallForce switchboard to ensure a positive, pleasant customer experience for anyone calling in.
• Answer the telephone professionally, take accurate messages and email the relevant recipient.
• Accurate message taking.
• Messages are to be emailed to the intended recipient within 5 minutes of the call coming in.
• Calls must be answered within three rings with the standard greeting CallForce greeting.
• Update the CallForce Switchboard Incoming Call Tracker for each call

Administration

• Filing - electronic and hard copy
• Updating CRM data bases, archiving, reporting, company asset issue
• Formatting of documents e.g., CVs, reports
• Gift wrapping, function preparation, assistance with bulk recruitment drives

Other

• any other reasonable instruction by management