Location:
Johannesburg, Gauteng
Full Job Description
Line of Service:
Internal Firm Services
Industry/Sector:
Not Applicable
Specialism:
IFS – Operations
Management Level:
Administrative
Job Description & Summary
A career within Infrastructure and Property under Internal Firm Services will offer you the opportunity to contribute to the development and management of PwC’s operational infrastructure, which supports both employees and clients. This role encompasses various internal infrastructure services, including real estate site selection, facilities management, physical security, relationship management with travel partners, and event planning.
The Office Services team is responsible for maintaining a productive and comfortable office environment, addressing office requests from PwC partners and staff, and ensuring smooth office operations.
At PwC, we aim to build purpose-driven, values-led leaders at every level to meet the changing needs of the business. Our global leadership development framework, the PwC Professional, sets clear expectations for success and career progression across all roles and regions.
At the Administrative level, you will be part of a problem-solving team, addressing complex business challenges from strategy to execution. Your responsibilities will include but are not limited to:
- Conducting yourself professionally and taking ownership of your work and commitments.
- Adapting to meet the changing needs of teams and clients.
- Identifying opportunities for improvement and making suggestions.
- Staying informed about business changes and considering the impact on services provided.
- Keeping up with evolving technologies.
- Handling and analyzing data responsibly.
- Communicating with empathy and adjusting communication styles based on the audience and situation.
- Anticipating the needs of others and taking proactive action.
- Welcoming diverse perspectives and ideas, including conflicting viewpoints.
- Upholding the firm’s code of ethics and business conduct.
Main Purpose of the Job
The primary responsibility of this role is to assist internal clients with retrieving company documents, ensuring the safekeeping, updating of systems, and overseeing the destruction of company files.
Key Responsibilities:
- Assist internal clients in retrieving company documents.
- Ensure the safekeeping, updating, and destruction of company records.
- Oversee the smooth operation of the archiving department.
- Familiarize yourself with and follow the Archiving Department General Rules (Standard Operating Procedure – Page 26).
- Read and understand the document retention policy (Standard Operating Procedure – Pages 6-24).
- Assist internal departments without filing clerks in collecting files.
- Handle additional archive-related requests.
- Add and update audit and non-audit information on the database register (Google).
- Ensure client requests are handled daily, providing immediate feedback if problems arise.
- Respond to client requests via the SnoW platform.
On-site and Off-site Document Management:
- Confirm availability of documents and respond to clients via the Service Now Portal or the Paper File Management System.
- Supply and track documents, ensuring clients sign for them.
- Handle document deliveries (shuttle or express) for off-site records and ensure proper tracking.
Confidentiality:
- Maintain strict confidentiality for all archived documents.
- Control access to the archives and ensure that no unauthorized individuals gain access.
- Be present when assisting clients in the department.
Daily Duties:
- Register all documents on the archiving system.
- Assist with the collection of bins, bulk documents, and empty storage boxes for departments without filing clerks.
- Collect and organize deep storage bins for confidential document destruction.
- Capture and record document returns before dispatching them to deep storage.
- Assist with housekeeping duties, keeping the archive department organized and tidy.
Additional Tasks:
- Assist with binding and sending non-audit documents to deep storage.
- Update partner intake records and scan boxes for collection.
- Meet daily client requests and assist with document retrieval, both on-site and off-site.
- Ensure the correct return, storage, and destruction of documents.
Skills:
- Active Learning: Understanding new information for problem-solving and decision-making.
- Active Listening: Giving full attention to others and asking appropriate questions.
- Coordination: Adjusting actions in response to others.
- Critical Thinking: Identifying strengths and weaknesses of solutions or approaches.
- Time Management: Managing personal and team time effectively.
- Communication: Strong verbal and written communication skills.
Attributes:
- Teamwork to achieve department objectives.
- Strong work ethics.
Education:
Degrees/Field of Study: Not specified.
Travel Requirements:
Up to 20%
Available for Work Visa Sponsorship?
No
Government Clearance Required?
Yes
Job Posting End Date:
November 30, 2024.
