Mission of Function:

Context:  Landis+Gyr (Pty) Ltd is part of a global organisation and is engaged in the design, production and distribution of energy metering and energy management products.  

General co-ordination of team members and support 
Coordinate all Technical services projects including but not limited to Project purchasing, price input and cost reconciliation, overseeing administrative tasks, communicating with stakeholders and ensuring resource availability for the team.

Areas of Responsibility / Tasks

• Project administartion support
• Project file administration
• Maintain program plans and schedules, aligning them with project goals.
• Co-ordinate and consolidate well-structured reports and presentations to stakeholders in a professional and clear manner.
• Collaborate with cross-functional teams to facilitate communication and resolve issues.
• Assist in the development of project management documents such as project budgets, project schedules, scope statements and project plans
• Execute project management administrative and bookkeeping tasks such as managing invoices, purchase orders and inventory reports, among other financial documents
• Supervise the project procurement process
• Set up Meetings with project clients to assess their needs and define project requirements, acceptance criteria and project timelines
• Coordinate the allocation of project resources to ensure the project team has what’s needed at the right time
• Assign tasks to team members and help them understand what’s expected from them in terms of project milestones and deliverables
• Be the liaison between the project team and project clients throughout the project life cycle
• Help monitor project progress and team members’ performance and provide updates to project stakeholders
• Schedule stakeholder meetings, document and generate reports
• Foster cross-team collaboration to help project team members complete project tasks and produce deliverables

Customer orders

• Ensuring that all costings are managed and necessary approvals obtained
• Expediting of current and overdue purchase orders with suppliers 
  Local Shipping (packaging, courier)
• Monitor the progress, advise status & inform affected customers of change (especially slippages)
• Liaise with commercial, external customers and shipping companies
• Manage, track and ensuring contracts are in place
• Send invoices to customers 

Meeting Management

• Scheduling of meetings, taking minutes, capturing key meeting notes and actions, transcribing and distributing minutes of meetings.
• Managing challenges such as more attendees, multiple locations & time zones, and assessing impact on other meetings
• Ensuring that during Conference/Meeting/video conferences/special events  for Internal and external customers, the following is arranged:Venue, Refreshments based on needs, Conference facilities, Logistics (accommodation, transport, etc)
• Ensure all meetings are up to date on the calendar for the year.
• Minutes to be circulated within 2 weeks of meetings

Travel Management 

• Co-ordinate and book both local and international travel for the department
• Co-ordinating set up of office space 

Support to Technical Services Function

• Coordinate transfer of vital information/Instructions to direct reports as needed, up to completion of instrcution and or task
• Assist with the Processing of T&E expenses.
• Work with other assistants cross-departmentally to coordinate activities and work, initiatives as defined by the department.
• Tracking order management in order  to provide feedback to respective stakeholders e. g. Internal/external customers and Sales department
•  File management on System projects 

Knowledge, Skills

TEAM Assistant, Administration

• Strong organizational skills with an ability to set priorities, meet critical deadlines, juggle projects, and produce high-quality and accurate work under time constraints
• Diary management across time zones is essential
• Excellent verbal and written communication skills required, with an ability to effectively convey information across all levels of the organization
• Strong MS Office skills (Excel and Powerpoint) essential
• Resourceful, conscientious, focused and detail-orientated
• Professional yet friendly attitude, the ability to multi-task and switch focus, as well as a self-motivated mindset and approach
• The ability to manage communication in a confidential environment is essential.
• Strong support and service attitude, team orientated
• Some flexibility on hours is desirable
• Project Coordinator Skills
• Problem-solving skills to quickly come up with solutions and strategies.
• Adapting to changes on a fast pace
• Report Writing Skills: Ability to compile concise, professional reports with actionable insights.
• Strong time management skills
• Ability to work in fast-paced environments
• Experience with a variety of personalities and backgrounds in the workplace
• Results-driven with a proactive attitude.
• Strong problem-solving and decision-making skills.

Competencies

Communication skills: verbal, written, PC:  Level - Expert; Business relevance - High; Future trend - 0

Telephone etiquette: Level - Advanced; Business relevance - High; Future trend - 0

Interpersonal skills:  Level - Advanced; Business relevance - High; Future trend - 0

Computer literate:   Level - Advanced; Business relevance - Medium; Future trend - 0

Numeracy skills: Level - Advanced; Business relevance - High; Future trend - 0

Experience:

Qualifications

• Minimum: Matric 
• Desired:  National Diploma – Secretarial/ commercial certificate of competency and Computer literacy

Professional Experience

• Minimum: 5 years’ experience in Team co-ordination (Maturity required when dealing with a large team) 
• Preferred: SAP or travel software
• International Travel management experience

Leadership Experience

• Confidentiality is highly regarded
• Strong Character, large team

Intercutural Experience

• Demonstrated experience of working effectively in a multi-cultural environment

Capabilities

D R I V E:  Results Orientation; Organizing and Quality

F O C U S & I M P A C T :  Customer Focus; Initiative |  Assertiveness

G U I D E:  Motivation and Inspiration,Communication Skills

Additional Requirements / Age

• Own transport

• Able to work under pressure in a dynamic environment

• Multi-tasking
• Structured
• Self-motivated
• Helpful and keen to assist