12 Months Contract

Sthandiwe Mkhize Advisory is an advisory division of Thinking Pair Group of
companies with key interests in the tourism sector , hospitality , built
environment , management consulting ,economics advisory, training , tax
advisory, policy development and strategy development.
Thinking Pair is expanding its scope of services and seeks a dynamic
individual willing to be part of a transition into a new phase.

General Partner Office Management
• To support the Partners by providing professional and confidential administrative &
secretarial services
• Initiate, establish, implement, maintain, and monitor administration systems and
procedures for the Partners
• Act as a gate keeper to the Partners and ensure adequate resolution of general
queries or issues
• Manage and maintain Partner schedules, including scheduling of meetings,
conferences, making of appointments and effective diary management
• Manage leave for Partners, this includes maintaining partner diaries and
timesheets
• Process and prepare all payment requests, expense claims and other payments
• Attend to any other ad-hoc activities required by the Partners

Communication Management
• Build and maintain mutually beneficial relationships with internal and external
stakeholders
• Undertake research and prepare monthly reports, presentations, corporate
submissions, and other correspondence for Partners
• Prioritise correspondence (emails, letters, memoranda, and documents) and
present to Partners for signature (where required)
• Maintain awareness of all issues being handled by the Partners to understand
priorities and enable quick responses
• Discuss the work schedule daily to check priorities, ensure that Partners are aware
of appointments for the day and schedule/reschedule according to changes that may
occur
• Screen calls and emails, respond to basic enquiries and attend to meeting
requests
• Ensure that correspondence is timeously dealt with
• Coordinate and provide the following support to Partners
• taking of minutes • preparing presentations and / or proposals

• collation of reports
• drafting memorandums
Partner Meetings
• Coordinate all internal meetings and feedback sessions from work stream leaders
• Take responsibility for arranging and organising all logistic requirements for these
meetings/sessions
• Attend to any outstanding actions resulting from meetings arranged and/or
attended
• Exchange and obtain information for senior management and external
clients/suppliers
• Track and compile inputs, comments and decisions received after meetings, this
includes taking of minutes and collation of any required reports
• Project coordinator for activities and actions resulting from partner meetings (or
Group Chairman’s board and other meetings)
• Ensure all the actions from previous partner meetings (regional and / or partner
subcommittee meetings) meeting are communicated to all and progress on/
completion of deliverables is followed up and documented
• Facilitate the creation and distribution of meeting Agenda and supporting
documents
• Actively monitor and report on meeting deliverables allowing for timely anticipation
of completion of agenda items for following meetings

Meetings / Training (Partners)
• Take full responsibility for arranging and coordinating the logistics for these
meetings/trainings
• Manage all travel, flights, accommodation, venue, and transport arrangements
• Liaise with external travel agents for both local and international travel

Office Management
• Reading of utilities meters and forwarding usage to finance for invoicing
• Maintenance and servicing of aircon systems through liaison with service providers
• All liaison with office park management on all matters
• Co-ordination of access tags for all staff and tenant staff, including an inventory of
tags and activation and deactivation as required
• Liaison with external cleaning and garden maintenance service providers
• Liaison with office plant care service provider
• Liaison with pest control service providers (including archives)
• Liaison with window cleaning service providers
• Maintenance of building facilities (plumbing, tiling, window cleaning and lifts) and
report as appropriate
• Liaising with services providers (carpet cleaning, plumbing, electrical, cleaning
company, fire detection and security monitoring and staff) • Maintenance cleanliness
of building.

• Required to come into office after hours if there are any problems.
• Report all building maintenance / failures to relevant service providers
• Health and Safety representative
• Supervising catering staff. • Ordering of monthly groceries (non-perishables)
• Organising the catering staff – to setup for functions internally and externally
• Relationship management with firm administrative suppliers, including rate
negotiations on a pre-defined periodic basis (where and when applicable). These
include inter alia print solution providers, stationery providers, corporate mobile
phone providers, cleaning supply providers, health and safety equipment providers,
etc.
• Maintenance of an approved supplier list for all relevant administrative items.
• Ensuring that contracted suppliers contribute as much as possible to the firm’s
overall B-BBEE ratings and empowerment objectives.
• Ensuring that suppliers are informed timeously of supply requests (whether goods
or services), that delivery takes place in terms of requests and that delivered goods
and/or services agree to ordered quantities / services.
• Ensuring that water coolers have sufficient water daily.
• Assisting with Adhoc staff requests
• Annual budgeting for reception, and printing departments
• Monthly reconciliation of costs vs. budget for support units
• Any other function required in order to maintain the building;

Qualifications
 Administration and/or project management certificate
 Minimum 3 years in an Office Manager role;

Requirements
 A mature individual who appreciates the dynamics of and confidentiality
required when working with internal and external stakeholders Skills
 Advanced MS office (particularly Excel and PowerPoint )
 Database Management
 Record keeping
 Excellent written and verbal communication skills
 Ability to prioritise and work under pressure
 Problem solving and analytical thinking skills
 Highly organised, detail oriented and able to multi task
 A team player with well-developed interpersonal skills
 Project management skills
 Working flexible hours

Closing Date : 3 January 2022
Contact number : 087 265 5629
CV’s and application letters must be e-mailed to
info@profile.sthandiwemkhizeadvisory.co.za