Office Administrator-Aspen

ROLE PURPOSE:

To provide office administration assistance to the Group Tax Executive and Group Tax team of the Company.

SPECIFIC OUTCOMES / ACCOUNTABILITY:

Handling all domestic and international travel arrangements as requested by the Executive Assistant or the Group Tax Executive
Answering the phone for all other Group Tax team members when they are out of the office for extended periods of time and ensuring the call is transferred to the Group Tax Executive, Tax Manager or Tax Specialist, as appropriate;
Welcoming all visitors to the Group Tax department building and ensuring these guests are offered tea, coffee or water;
Ensuring all visitors from outside of Johannesburg have catering services provided and providing any additional catering, as requested by the Group Tax Executive;
Maintaining soft copies of all documents that are generated by the Group Tax team and ensuring all team members retain those documents in the agreed naming convention for ease of access by other Group Tax team members;
Undertaking weekly research of tax law developments and providing a file of these developments to the Group Tax Executive every Friday afternoon;
Preparing reports by collating and analyzing information that should be reflected in those reports, as requested by the Group Tax Executive (at the time of issuing this revised role and responsibilities, this work is limited to the Tax Committee but may be extended, as required by the Group Tax Executive);
Reviewing all documents that require acceptance by the Group Tax Executive to ensure they are accurate and are issued to the appropriate Aspen entity;

Routing correspondence that is received to the relevant Group Tax team member and initiating communication as requested by the Group Head of Tax;
Preparing meeting packs and providing the same to all persons attending the meeting;
Preparing and maintaining databases as requested by the Group Tax Executive (at the time of issuing this revised role and responsibilities document, this work is limited to maintaining a list of company details, a list of queries received from the South African tax authority, a list of advisors,
Requesting drivers to collect and/or deliver documents for the Group Tax team;
Maintaining a weekly count of stationery, office consumables and staff refreshments and ensuring minimum holdings of all items are kept;
Placing orders for stationery, office consumables and staff refreshments and processing the purchase order for the same;
Reviewing all invoices for accuracy and processing purchase orders for those invoices;
Maintaining a schedule of invoices that have been processed and ensuring suppliers receive payment on a timeous basis;
Reviewing cost center reports on a monthly basis and ensuring no additional costs are reflected in the report and that all costs incurred by Group Tax are correctly reflected in the Group Tax cost center;
Implementing cost containment measures;
Ensure all building service providers agreed service levels are consistently achieved;
Providing explanations for variances between budgeted and actual stationery, office consumables and staff refreshments spend;
Ensuring that all equipment operates correctly and calling for repairs, as need be;
Ensuring that all responsibilities that are assigned to the office administrator are performed on time and at the appropriate standard (a copy of that role is attached as an annexure to this document);
Ensuring compliance with the Occupational Health & Safety Act; and
Any other work that is requested by the Group Tax Executive or Executive Assistant
All work that is undertaken is subject to a first review by the Executive Assistant and, where a deadline is set, this review must be undertaken prior to the deadline date/time/day.

EDUCATION AND EXPERIENCE:

Matric / Grade 12
Administrative or Secretarial Diploma an advantage
Proficiency in MS Word, MS Excel, internet and email at an intermediate level
SKILLS, KNOWLEDGE & ATTRIBUTES:

Verbal and written proficiency in English;
Effective administrative and organizational skills;
Ability to communicate with clients (local & international);
Diligent;
Ability to prioritize and co-ordinate work;
High attention to detail;
Initiative; and
High level of integrity, ethical values and confidentiality.
ASPEN COMPETENCIES:

Business

Performance driven - ability to operate with a high level of energy, whilst remaining focused on the required outcomes
Accountability/ownership - Employees readily accept responsibility, own decisions and achieve results despite adverse conditions
People

Communicates effectively - Clear and transparent communication leads to clear understanding
Deals with ambiguity/embraces change - ability to comfortably initiate change and overcome obstacles operating with a high level of flexibility
Self

Takes action with integrity - Aspen employees must internalise the principles of the Aspen Code of Conduct and demonstrate integrity, fairness, accountability, respect, transparency and sincerity
Demonstrates a passion for Aspen - Drives a positive perception about Aspen and builds pride through self and others

Job ID : , #1646, 1,984 views,

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