Games Global is Recruiting for an Admin
The Office Administrator role primarily exists for 3 reasons, namely: to perform the reception function, to tend to general office admin matters, and to support the Facilities function administratively. Equivalent roles exist in Durban and Cape Town, with only minor variance regionally depending on the specific needs of the office in location.
Closing date: Ongoing
Location: Cape Town, South Africa
Overview
Welcome to the Games Global world. We’re changing the rules of the game. Providing 1,300+ exclusive games from some seriously talented studios and not to mention a record-breaking progressive jackpot network, we help operators level up and create their perfect lobby
Responsibilities
Visitors
- *Maintain a register of all visitors to the office
- *Manage stock holding of visitor stickers
- *Perform the role of reception, greeting visitors and seeing them out
- *Issue visitor access cards and parking tags to visitors and receive them back at the end of their stay
- *Maintain a register of all visitor access cards and parking tags in stock and in issue
- *Follow up on the status of outstanding visitor cards and request termination if warranted
- *Ensure that the Facilities Manager reviews and signs off a listing of all issued visitor cards in circulation at each month end
Parking management
*Track onsite parking requirements and timeously report any expected shortages of permanent parking bays to Facilities
Storerooms
- *Maintain an orderly storeroom comprising company merchandise and facilities equipment.
- *Maintain detailed stock sheets listing all items contained in the storeroom
- *Only a monthly basis, perform a stock count and compare physical findings to theoretical volumes and summarise this in a report to Finance
- *Maintain a detailed roster of all stock movements in and out of the storeroom and share this monthly with Finance
Events
*Assist the Office Experience team to setup the office for various events and company initiatives
*Assist the Office Experience team in the planning of such events, including but not limited to procurement, scheduling and facilitation
Deliveries & receiving
*Tend to supplier deliveries and ensure that the items are quality checked and counted in relation to the purchase order, and that all required documentation is obtained
Facilities Support
3rd party contractors
*When requested, oversee contractors working onsite, gathering all job cards and service records and share these with the Facilities team
Task scheduling
- *Review membership of all facilities related DLs and ensure that appropriate people are assigned to the DL at all times.
- *Monitor all facilities DLs and mailboxes daily and respond to emails accordingly within a reasonable time frame, or as dictated by any prevailing SLA.
- *Identify tasks from the mailboxes and DLs and record these as tickets on the Facilities Ticket Schedule
- *Assign these tickets to responders and classify them appropriately using the criteria defined in the Facilities Ticket Schedule
- *On a daily basis, track the status of all tickets, and accurately close off completed tasks on a timely basis
- *On a daily basis, host stand up meetings within the facilities team to manage open tickets and related delivery dates
- *Regularly communicate with ticket holders regarding the status of their ongoing tickets
- Vendors & record keeping
- *Maintain a vendor database for all key services and reconcile monthly to the finance supplier master file
- *Maintain the Facilities shared drive, ensuring that it is logically arranged and up to date at all times.
- Access control
- *Extract monthly user access listings per access point, per office site
- *Ensure this is reviewed and signed by the Facilities Manager, and store such records in the Facilities shared drive
- *Ensure all proposed changes to permissions are sent to Head of Finance for approval & then actioned on the access control system by the Facilities Manager.
- *Store all approvals in the Facilities shared drive
- *Extract a report of all access changes made in the month and match to stored approval records on file and confirm as such to the Head of Finance
- *Obtain Head of Finance approval to allow new starts access and to revoke access of terminations and ensure such changes are carried out timeously by the Facilities Manager
- *Once authorization is approved from the Head of Finance, print additional visitor and/or employee cards, update the visitor card register and store all approvals in the shared folder
- *Activate canteen spend on cards as required, based on authorized instructions from Finance
- *Ensure that visitor card stock is safely stored away in the Finance safe at all times
Stationery
*Monitor stationery usage and stationery levels across the office and inform the Finance team of any orders that need to be placed to replenish stock levels
Sub-tenants
*Administer and oversee sub-tenant access to GGL facilities such as canteen and meeting rooms
Qualifications
Knowledge
- MS Excel – Essential
- MS Word – Essential
- MS PowerPoint – Desirable
- Occupational Health and Safety Act – Desirable
Experience & Qualifications
- Excellent Administrative Skills – Essential
- Ability to multi-task – Essential
- Good communication skills, both written and verbal – Essential
- Business degree, diploma or similar – Desirable
