Role: Services Administrator Team Leader
Reports to: Service Delivery Manager
Office location: Cape Town

Main purpose of the job

The primary role of the Services Administrator Team Leader is to manage a team of service administrators and assist with general administrative duties or queries. The individual would oversee and ensure that administrative team performs all administrative functions concerned with the rendering of all services required as a full solution to operations and financial aspect of the business. The role includes but is not limited to financial administrative duties (all financial tracker information, as-built documents, document management, order requests and invoicing information to procurement).

Key Responsibilities

Financial administrative

  • Ensure the processing of orders received on SNOW and Smart sheet
  • Ensure team obtain sign-off on completed work orders from client
  • Ensure all documentation required by finance for order processing and invoicing are obtained by the team.

Service management

  • Ensure that team updates Smart sheet with all required information
  • Compiling reports from Smart sheet for management use
  • Document management (as-built documents and filing)
  • Operational support (notification to operations upon order received so tasking can be scheduled).
  • Perform administrative functions related to contract administration.
  • This includes, but is not limited to, requesting orders for subcontractors and suppliers, making appointments, and preparing reports.
  • Ensure that all identified systems are continuously updated with the required documentation as defined in the SOP’s. The identified systems include but is not limited to:
    • Forecasting
    • Service management system (SNOW)
    • Smart sheet
    • Teams
  • Ensure that Forecast ID’s are created on the forecasting system and updated with all the relevant documentation
  • This includes client quotes, project budgets, supplier quotes, service orders, supporting documentation, PO’s, invoices and obtain approval on such invoices
  • Request purchase orders for approved supplier quotes and update Smart sheet once issues by finance.
  • Ensure that all filing systems (Electronic and hard copy) are up to date.
  • Build file with relevant documentation for monthly service review meetings.
  • Assist with queries raised by client, attend client meetings on invitation and record minutes from such meetings
  • Quality control on documentation and reports sent to client.
  • Maintain all relevant documents included in the role responsibilities
  • Update of financial tracker documents and ensure accuracy of it.
  • Apply safety & health procedures at the office.
  • Complete weekly time sheet.
  • Demonstrate the Company’s core values: Positive, Excellence, Integrity, Accountability.
  • The individual needs to be flexible, able to work under pressure and to meet deadlines, well organized and professional with a proactive attitude.
  • The job holder requires excellent communication skills. Possess excellent verbal and written communication skills for a demanding and customer focused environment.
  • Should have excellent personal organization and business administration skills in accordance with modern best practice methods
  • Should be able to work productively, efficiently and effectively with initiative and drive under tight timescales and pressure. Always ensure absolute attention to detail and quality deliverables
  • Work closely with service delivery manager to supply relevant financial information to ensure accurate reports to clients
  • Show willingness and ability to learn, improve and adapt. Have relevant IT skills and advanced MS Office application capability
  • Provide leave / stand-in cover for other Services Administrators

Knowledge

  • Extensive knowledge of Microsoft Office applications
  • Good communication skills verbally & written
  • Thorough administration functions with attention to accuracy & detail.
  • Good financial knowledge to be able to compile & maintain financial tracker documents.
  • Accuracy and attention to detail
  • Ability to prioritize and work under pressure
  • Work productively, efficiently and effectively with initiative and drive under tight timescales and pressure whilst maintaining attention to detail and quality.
  • ITIL 4 Foundation
  • Advanced MS Office Application capability, specifically related to MS Excel and MS Word.

Transport

  • Own vehicle required
  • Advanced MS Office Application capability, specifically related to MS Excel and MS Word

Security Clearance

  • Services Administrator needs to obtain a security clearance due to the nature of the business we conduct

Closing Date

28 April 2022

Your application must include:

An updated CV, motivational letter and relevant certificates.