The role requires a proactive approach, with strong communication and analytical skills, who offers comprehensive support in all areas of business, including communications, administration, and client satisfaction as well as feel comfortable working in a high-pressure office environment.
Management of the building facilities including the management of vendors, ensuring that the site is clean and secure, and I able to operate efficiently.

Decision Making Authority
This position has the authority to:

• Execute all Key Performance Areas as stated on this form and in line with the Company approval framework and client policies and procedures.
• Supervisory responsibilities are inclusive of CBRE’s RISE values
• 100% of Mandatory training for self
• Compliance of CBRE Excellerate policies and processes

Experience / Education

• Grade 12/Matric
• A minimum of 4-5 years related experience
• BA In Office Administration an advantage
• Knowledge of Office Based administration systems

• Communication Skills
• Organizational Skills
• Time Management
• Adaptability
• Tech Savviness
• Confidentiality
• Problem-Solving Skills
• Interpersonal Skills
• Attention to Detail
• Prioritization Abilities
• Multitasking Proficiency
• Cultural Sensitivity and Diversity Awareness
• Financial Acumen

• Travel arrangements and resources
• Event Planning
• Office administration packages
• Financial Applications
• Customer Service Management

• Positive Attitude
• Ability to create working relationships
• Results orientation and achieving deadlines
• Drive, will power and consistency
• Attention to detail and strong organizing skills
• Ability to work under pressure
• Initiative and problem solving
• Client Service Orientation
• Quality Assurance
• Facilities Management Business Awareness

• Responsible for scheduling and managing the Executive Calendars including prioritizing and resolving related conflicts.
• Proactively scheduling important meetings with internal & external senior leaders and stakeholders.
• Manage the planning for key function routines (Leadership Team off-site meetings, outings, business planning, etc.) conducted both locally and internationally.
• Stakeholder and correspondence engagement (include drafting critical with key Stakeholders, Partners, Business Leaders & Board members),
• Organizes and leads Senior Leadership Team travel agendas and related requirements to include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports and ensures that all travel arrangements are compliant with the Company’s Travel Policy.
• Provides support in arranging meetings including coordinating the agenda and collaboration of presentations.
• Handling logistics, such as conference registrations & room reservations (internal and external)
• Administers delegate's visits for senior management & guests which may include planning, arranging, and confirming all local logistics support.
• Performs general clerical duties including but not limited to filing, data entry and completes various forms, including purchase requisitions, shipping requests, travel expense reports, and requests for payment.

Reception

• Act as the point of contact between the manager and internal/external clients
• Screen and direct phone calls and distribute correspondence
• Provide welcome service to all visitors, issue badges, inform associates or direct to meeting room.
• Receive and respond to facility/office support queries and requests from associates, contractors, and visitors; disseminate or actions the request accordingly.
• Follow up on requests, ensure timely resolution and provide feedback.
• Receive and sign for mail and other deliveries, inform addressees and ensure timely deliveries.
• Operate switchboard (if applicable), handle general telephone enquiries, and pass on messages to appropriate associate.

Office Support

• Booking of taxi, car rental or vehicle hiring services
• Booking of flights
• Support with Visa’s and passports
• General administration for the building site
• Booking of hotels and arrangements for travel
• Management of GM’s calendar
• Management of GM’s appointments
• Develop and maintain expense reports on CONCUR for GM
• Drafting & finalizing agendas prior to meetings
• Administration for TCCC associates onsite
• Event Management (Including bookings, transportation, menu’s, agenda, etc)
• PO Administration: Administer PO Request and laisse with Africa Purchase Team on PO creation, uplift, and cancellation.
• Vendor Management (New Vendor creation, PO, Account Payables, and Relationship Mgt).
• Contract Administration: Monitor contract expiration, initiate contract renewal and initiate contract issuance for new vendor on the system
• Invoice Management: Receive, treat, and redirect and follow up on payment.

Facilities Management

• Monitor day to day operation of the office facility.
• Monitor office maintenance such as cleaning and repairs.
• Monitor and replenish office consumables and supplies as requested.
• Monitor stock level of consumables and place orders for replenishment.
• (Fleet) Support vehicle maintenance scheduling and booking (Routine Maintenance and Repairs)
• Report on facility operation and office management as when required.