Location:
Pretoria, Gauteng
Position Overview
The purpose of this role is to provide comprehensive administrative, project coordination, and general support services of a confidential and professional nature. This includes the organization of accommodation and logistics for VIP gaming events, ensuring seamless execution and consistent service delivery in accordance with company standards and procedures.
Key Responsibilities
Office Administration
- Deliver day-to-day administrative support to the VIP Gaming department, including managing emails, telephone calls, and mail.
- Accurately allocate, reconcile, and resolve supplier invoice queries using the company’s financial system.
- Order and manage office supplies, ensuring stock availability in line with procurement procedures.
- Prepare and type professional correspondence and documentation.
- Develop and maintain an organized filing system for easy document retrieval by team members.
- Safely store and manage confidential documents.
- Handle the distribution of both electronic and physical documents to relevant stakeholders.
- Compile and distribute internal and external communications, reports, minutes, presentations, and departmental documents.
- Coordinate and produce monthly reports, including month-end reporting.
- Maintain administrative oversight of departmental KRONOS.
- Track outstanding tasks and action points from meeting minutes in collaboration with Heads of Department.
- Assist in preparing departmental budget information, monitor monthly expenditure, and escalate any variances.
VIP Gaming Event Support
- Maintain updated knowledge of facilities and event offerings.
- Manage the VIP gaming events calendar for the property.
- Coordinate hotel, transport, and security arrangements for VIP guests.
- Source and compile quotes for event logistics within 24 hours as per standard procedures.
- Create and distribute detailed event schedules.
- Reserve meeting venues based on specific requirements, including technical needs and refreshments.
- Prepare and circulate meeting agendas, minutes, and event invitations.
- Work with the banqueting team to confirm billing instructions and finalize event details.
- Track and consolidate event-related expenses, addressing discrepancies promptly.
- Distribute complimentary tickets in line with deal sheets, ensuring proper departmental allocation.
- Share comp splits promptly for CRM initiatives.
- Manage daily queries and requests, ensuring effective resolution or redirection.
- Liaise with internal teams and external partners to resolve issues and provide information on policies, procedures, and financial processes.
VIP Event Logistics Coordination
- Develop detailed running orders outlining event requirements.
- Conduct pre-event inspections to verify venue readiness, including technical elements such as lighting and sound.
- Log and follow up on maintenance or IT issues.
- Communicate proactively with stakeholders and inform relevant teams about updates or changes.
- Escalate challenges or potential issues to management.
- Collaborate with events and banqueting teams to finalize function sheets and ensure dissemination to all stakeholders.
- Complete post-event administration, including reporting on attendance, billing, and outcomes.
Departmental Employee Support
- Monitor and report on staff leave balances, highlighting areas of concern.
- Track and document departmental training needs and participation.
- Coordinate HR-related processes such as performance reviews, payroll submissions, and onboarding documentation.
- Escalate any HR or compliance concerns in accordance with company policy.
- Support the onboarding of new employees by facilitating completion of starter packs and ensuring they receive required equipment and access.
Education & Qualifications
- Grade 12 (Matric)
- Project Management certification is advantageous
Experience
- Minimum 2 years’ administrative experience, preferably in the hospitality or gaming sector
Skills & Competencies
- Strong decision-making and problem-solving skills
- Excellent multi-tasking and coordination abilities
- High attention to detail and accuracy
- Skilled in handling sensitive information and following procedures
- Effective written communication, including drafting formal correspondence
- Proactive and service-oriented
- Strong relationship management with internal and external stakeholders
- Professional, energetic, and assertive team player
- Customer-centric mindset
Employment Equity
Preference will be given to candidates from designated groups, in line with the Employment Equity Act (No. 55 of 1998), SISA’s internal recruitment policies, and the employment equity plans of the business unit.
