Senior Administrative Assistant N003009
Listing reference: nwu_001623
Listing status: Under Review
Apply by: 31 May 2023
Position summary
Industry: Education & Training
Job category: Others: Education and Training
Location: Potchefstroom
Contract: Permanent
Remuneration: The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: BUSINESS AND ENTERPRISE DEVELOPMENT
DEPARTMENT: CACHET PARK SHOPPING CENTRE
POSITION NUMBER: N003009
VACANCY: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES GRADE: P12
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, preparing the yearly budget, reporting of maintenance, security management and management of external contractors, general office duties, answering of telephones, aiding customers and visitors with general enquiries, assist Centre Manager to comply with OHS regulation.
Job description
KEY RESPONSIBILITIES:
Lease Agreements
· Drafting of lease agreements in agreement with leasing strategy.
· Ensure each tenant has a valid and enforceable lease agreement 2 months to the expiration thereof.
· Servicing existing lease agreements.
· Renewing existing lease agreements.
· Keep and maintain lease agreement register.
· Make copies of lease agreement, file, upload in NWU directory and forward copies to Legal Department.
Optimal rental income
· Capturing rental invoices timeously and send out to Tenants before the 23rd of the month.
· Follow up on all debtor payments, send out formal correspondence, report to management of debtors in default.
· Capture interest invoices on all outstanding payments and send out to Tenants with rental invoices.
Financial administration
· In collaboration with management prepare the yearly budget.
· Report on monthly budget and actual variances.
· Perform basic reconciliations as and when required.
· Capture valid creditors’ invoices for payment. Recover costs paid to contractors on behalf of Tenants as per the rental agreement through issuing a formal invoice to the Tenants. Send cost combination to Facilities department for contractor invoices.
· Reconciliation of weekly and monthly parking system.
· Administrating monthly payroll deductions of Staff rent.
· Capturing monthly journal entries for utilities, general error corrections & other.
Maintenance of Centre
· Reporting of all critical and day to day maintenance to the relevant Department. Where necessary obtain quotes for maintenance in accordance with NWU policy.
· Draw up and manage a 10-year major maintenance plan.
· Manage the Landscaping and Refuse removal contract.
· Manage the Cleaning Contracts.
· Manage the parking system.
Security and risk management
· Manage the security contract in accordance with site SOP.
Occupational Health and Safety
· Act as Centre’s safety representative, first aider, fire safety representative and evacuation controller.
· Perform OHS audits.
General Administrative duties
· Schedule meetings & take minutes of meetings.
· Filing of documents, invoices and other.
· Keeping of accurate electronic records (lease agreements, debtors & creditors invoices & other, minutes of meetings, formal correspondence, informal correspondence.
· Other general administrative duties.
Records Management
· Create and manage all record templates.
· Upload all relevant documents on the NWU directory.
Minimum requirements
MINIMUM REQUIREMENTS:
· Grade 12 (NQF level 4)
· A minimum of 3 years’ experience in financial accounting position.
· A minimum of 3 years’ experience in computer literacy, Microsoft Office, email, accounting based programming.
· Driver’s licence.
ADDED ADVANTAGE:
· Qualification in financial accounting.
FUNCTIONAL / TECHNICAL COMPETENCIES (KNOWLEDGE AND SKILLS)
· Computer skills in Excel, Word, e-mails, and internet;
· Good organization and administrative skills;
· Good communication (verbal and in writing) in Afrikaans and English;
· Capturing of debtors & creditors invoices as well as journal entries;
· Performing reconciliations;
· Variance reporting;
BEHAVIOURAL COMPETENCIES
· Should be able to work without supervision and prioritise tasks in a changing environment;
· Should be able to work under pressure and possess good time management skills;
· Should be capable of effective communication;
· Should be drive, reliable and accountable;
· Should be able to deliver good client service and possess good telephone etiquette.
REMUNERATION:
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: Mrs Michelle van Rooyen on 082 770 3653
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Kganya Mbotshane on 018 299 4935
CLOSING DATE: 16 April 2023
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.
