SENIOR ADMINISTRATIVE ASSISTANT N003009
Listing reference: nwu_000168
Listing status: Under Review
Apply by: 18 September 2021
Position summary
Industry: Other Sectors & Industries
Job category: Administration
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
FACULTY/ DIVISION: FINANCE AND FACILITIES
DEPARTMENT: CATCHET PARK SHOPPING CENTRE
POSITION NUMBER: N003009
VACANCY: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES GRADE: 12
EMPLOYMENT TYPE: PERMANENT
PURPOSE OF THE POSITION
To assist Centre Manager with data capturing, capturing of debtors and creditors invoices, debt collecting, performing basic reconciliations, compiling reports, assisting with preparing the yearly budget, reporting of maintenance, security management and management of external contractors, general office duties, filing, records management, answering of telephones, advertising, aiding customers and visitors with general enquiries, assist Centre Manager to comply with regulation i.e. the Occupational Health and Safety regulation.
Job description
ADDED ADVANTAGE & PREFERENCES:
· Bachelor’s degree (NQF 7) in Financial Accounting.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Ability to capture invoices, conduct variance reporting, perform reconciliations, and capture journal entries.
· Have basic understanding of financial reports.
· Ability to effectively perform time-based tasks and deadline-driven projects.
· Be multilingual (speaking, reading and writing).
· Basic competency in Microsoft Office (Word & Excel)
KEY BEHAVIOURAL COMPETENCIES:
· Ability to work independently without supervision.
· Ability to prioritise tasks in a changing environment.
· Ability to work under pressure with good time management skills.
· Ability to communicate effectively (spoken and written language).
· Be driven, accountable, practice good judgement.
· Excellent client service.
Minimum requirements
· Financial Diploma or equivalent (NQF Level 6).
· Three (3) years’ relevant experience in financial accounting.
JOB DESCRIPTION
KEY RESPONSIBILITIES:
1. Lease Agreements
· Draft lease agreements in agreement with leasing strategy.
· Ensure each tenant has a valid and enforceable lease agreement.
· Service existing lease agreements.
· Renew existing lease contracts.
· Maintain the lease agreement register.
· Ensure effective record-keeping of lease documents and forward to legal department.
2. Optimal rental income
· Capture rental invoices timeously and send them to tenants.
· Follow-up on all debtor payments, send-out formal correspondences, and report to management debtors in default.
· Capture interest invoices on all outstanding invoices and send them to tenants with rental invoices.
3. Financial Administration
· Assist in preparing the yearly budget.
· Ensure effective monthly variance reporting.
· Perform basic reconciliations as required.
· Capture valid creditor’s invoices for payment.
· Recover costs paid to contractors from tenants as per the rental agreement.
· Send cost combination to Facilities department for contractor invoices.
· Ensure control over the parking system.
· Compile reports as required.
· Administer monthly payroll deductions of employees rent.
· Capture monthly journal entries for utilities, general error corrections and other.
4. Centre Maintenance
· Report all critical and day-to-day maintenance to the relevant department and obtain quotes for maintenance in accordance with NWU policy where necessary.
· Manage Landscaping and Refuse removal contract
· Manage cleaning contracts.
· Manage the parking system.
5. Security and Risk Management
· Manage the security contract in accordance with site SOP.
6. Occupational Health and Safety
· Act as the Centre’s safety representative, first aider and fire safety representative.
· Perform Occupational Health and Safety audits and Emergency Evacuations.
7. General Administration
· Schedule meetings and take minutes of meetings.
· Ensure an effective filing system.
· Ensure effective and accurate electronic record-keeping and uploading records in NWU directory.
· Perform other general administrative duties as required.
The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Michelle Kroon on 018 299 1173 / 082 770 36 53
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Refiloe Khabo on 018 299 4799
CLOSING DATE: 17 September 2021
PLANNED COMMENCEMENT OF DUTIES: As soon as possible.
Kindly take note: applications must be submitted online through the official nwu vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
