Our esteemed client is looking for an experienced and driven Operations Assistant for their tour operating company.
POSITION: Operations Assistant
THE POSITION
REPORTING LINES
Reporting to the Regional Operations Director in JHB
CLIENT AND SUPPLIER RELATIONSHIPS
INTERNAL (Group of Companies)
SVP, DMC – Africa & Europe
Director, DMC – Southern Africa
Operations Director & Manager – Southern Africa
Operations Manager – East Africa
Operations Manager - Namibia
Procurement Divisions – Africa
Finance Division – JHB
Training team - JHB
Reservations – JHB
EXTERNAL (Outside company)
Third Party Suppliers
Transport and Logistics companies
Third Party Manufacturers
Government Departments, i.e., Department of Customs and Excise
SKILL & PREVIOUS EXPERIENCE
2 years Operational assistant experience in the hospitality industry
A strong working knowledge of Microsoft Excel
Procurement, Logistics, and transportation processes
Computer literate
Strong administrative and organizational skills
Excellent verbal and written communications skills
Excellent attention to detail
MAIN AREAS OF FOCUS:
Operational assistance to Regional Operations Director
Operational assistance to the SVP DMC, Africa & Europe
Operational assistance to the Finance Director
Operational assistance to the VP of Expeditions
Operational assistance to the Director DMC, Southern Africa
Operational assistance to Operations Managers for Southern and East Africa
Assistance with booking of flights, developing itineraries and arranging logistics for staff travel
Assist the JHB procurement and logistics team
Involvement in Capex procurement including budgeting process
Internal newsletter creation and distribution twice a month
Co-ordination of information between the operations in camp and reservations
Assistance with Guest complaints and feedback when Guest Relations employee on leave/off
Assistance with ad-hoc projects
Assistance with ad-hoc admin tasks
This is an office-based position; some traveling might be required – often last minute.
SKILLS AND COMPETENCIES:
Functional Skills / Competencies
Achievement Driver/Strategy
People Management and development
Delegation
Stress Tolerance
Customer Services
Teamwork
Relationship Building
Conflict Management
Research
Attention to Detail
Planning & Organizing
MS Word
MS Excel
E-Mail
Behavioural Competencies (Are the company Values)
Pioneering
Trustworthy
Integrity
Courageous
Welcoming
Stylish
OUTPUTS
General assistance to the operations team
Updating of agent manuals
Updating of Compass documents
General admin i.e. booking of flights, PO's, invoices etc.
Capex wish lists and quotes
New projects – installations, co-ordination, arranging logistics
Operational assistance – company Operations:
General assistance to the SVP, DMC – Africa & Europe and Director, DMC – Southern Africa and the Finance Director, including but not limited to:
Managing Travel arrangements and itineraries
Assisting with hosting arrangements when Global staff travel to JHB/CPT
Assistance with presentations
Operational Assistance – Expeditions:
Assistance with any company internal projects i.e. Guide project
Co-ordination of guide exams
Co-ordination of guide training
Compiling of reports, data logbooks or any expedition related queries from the VP of Expeditions
Bi-monthly calls with the VP of Expeditions
Procurement:
General assistance to the procurement team where needed
Other:
Internal Bush newsletter – bi-monthly
Assistance with guest complaints and feedback when guest relations are on leave/off
Assistance with ad-hoc projects & tasks within Sanctuary JHB office
Travel may be required, often last minute
Salary: R25K and R30K gross plus 50% contribution to Discovery medical and % contribution to Pension scheme both by the employer and employee.
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