Job Description

Responsibilities:

• Organising and scheduling operations activities (i.e., Wellness Days, Events, launches etc.)
• Receiving and managing all confirmed bookings for wellness days from clients and medical aids
• Taking minutes at meetings
• Liaise and confirm with clients and business partners for bookings received ensuring all details and numbers are accurate and correct
• Update all relevant schedules as bookings are confirmed manage all schedules and ensure all changes are updated
• Compile staffing schedule confirmed for event and book required staff for the day to ensure deliverable
• Communicate with nurses/providers to determine availability;
• Stock Requisition forms to be completed and sent through to the Warehouse
• Travel and accommodation bookings to be completed
• Liaising with all external service providers
• Customer schedules to be communicated to clients
• Ensuring all site complications and issues are resolved
• Planning of travel site arrangements and bookings
• Once sites are completed, ensuring report sheets are completed and data is managed within stipulated time period
• Compiling reports
• Staff record keeping for compilation of salaries for all contractors and overtime for permanent employees
• General administration, filing, data capturing, minutes etc.

Operations Department Administration:

• Handle day-to-day administrative tasks within the operations department, including documentation, record-keeping, and filing.
• Assist in organising meetings, scheduling appointments, and coordinating calendars for the operations team.
• Support in preparing reports, presentations, and other relevant materials for internal and external stakeholders.

Event Organisation and Coordination:

• Collaborate with the operations team to plan and execute various operational events.
• Coordinate logistics, such as venue booking, equipment setup, and catering arrangements.
• Communicate event details to participants, ensuring all necessary information is provided.
• Support event attendees and address any queries or concerns during the events.

Pre-Event Preparation:

• Assist in creating event-related materials, such as agendas, handouts, and promotional items.
• Develop and maintain timelines to ensure smooth event preparation and execution.
• Coordinate with vendors and suppliers to secure required resources for events.

Post-Event Follow-Up:

• Conduct post-event evaluations, gather feedback, and analyse event success metrics.
• Prepare event reports summarising key takeaways and recommendations for future improvements.
• Ensure timely completion of post-event administrative tasks, including expense reconciliation.

Independent and Team Work:

• Work independently on assigned tasks and take initiative to improve operational processes.
• Collaborate effectively with the operations team, fostering a positive and productive work environment.

Qualifications and Skills:

• Proven experience in administration and support roles, preferably in an operations or events management context.
• Advanced proficiency in Microsoft Excel and other data management tools.
• Optional proficiency in Canva or similar graphic design software.
• Excellent organisational and time management skills to manage multiple tasks and deadlines.
• Strong communication skills, both written and verbal, to interact with stakeholders at all levels.
• Resourceful problem solver with the ability to think critically and make sound decisions.
• Detail-oriented with a focus on accuracy and quality of work.
• Ability to work under pressure and adapt to changing priorities.

Education and Experience:

• A Degree/Diploma in a relevant field (e.g., Business Administration, Event Management) is preferred but not mandatory.
• Previous experience in operations administration or event coordination is advantageous.

If you are a proactive and organised individual with a passion for operational excellence, we invite you to apply for the role of Operations Administrator.

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