Mpho Mahlaba

Support Role:

• Supported Central Operations Hub Manager, team, and upper management across provinces.
• Managed administrative, finance, car hire, travel, and accommodation bookings for place-based team members.
• Conducted quality checks on resources like projectors, printers, and laptops for Central Operations Hub Team and place-based operations.

Academy Stock Management:

• Managed inventory levels to maintain adequate stock.
• Submitted monthly academy stock reconciliation to Finance and the Team Leader.

Academy Support:

• Managed and packed academy resources for all events and operations.
• Organized and uploaded academy documentation and visual assets to SharePoint.

Finance:

• Reconciled and processed weekly quotations and invoices.
• Prepared, checked and submitted the team advance requests, expense claims, recons for payment on weekly basis.
• Submitted credit card reconciliations to the Finance division monthly.
• Controlled staff debtors, ensured all relevant documentation is submitted with the reconciliation to the Finance division.
• Updated the asset register annually
• Oversaw comprehensive financial management processes.
• Logged flights, accommodation, car hire, and Uber receipts on SharePoint weekly.

Data Capturing:

• Captured evaluation forms for events (e.g., VCE, PCOP) onto the database.
• Ensured document control and data quality before submitting to the M&E division.
• Managed M&E forms stock levels.
• Submitted all the necessary schools documentation for pre-engagements and post-engagements to M&E.
• Confirmed matric results from existing lists as needed.

Freelancers:

• Collaborated with the Central Operations Hub Manager to allocate Freelancers for various school projects and engagements.
• Ensured Freelancers invoices are approved by the Central Operations Hub Manager before submitting to the Finance division.

Logistics:

• Assisted the Central Operations Hub Manager with venue bookings for various events and academies, including venue confirmation, catering, materials, and transportation.
• Organized flights, accommodation, and car hire bookings for team members, in line with organizational protocols.
• Arranged transportation for Faculty, Freelancers and learners for events and engagements.

Procurement:

• Facilitated acquisition of academy resources such as office equipment and transportation.

Traveling:

• Traveled to the Residency every second month for stock count and replenish stock where necessary.

Relationship Management

• Developed and maintained strong relationships with vendors, subcontractors, and suppliers.
• Negotiated with suppliers to secure the best pricing and terms.
• Attended vendor meetings to discuss performance and improvement opportunities.

Order Processing and Inventory Management

• Processed requisitions and updated management on the status of orders.
• Utilized Unleashed to streamline purchase order and inventory reporting.
• Managed inventory, including current stock and new deliveries.
• Tracked and scheduled all materials, equipment, and personnel purchase orders.

Inventory Control

• Updated inventory levels and ensured stock is maintained at appropriate levels on CRM.
• Developed and implemented inventory control procedures.
• Tracked inventory levels and managed claims and losses via CRM.

Coordination and Logistics

• Arranged transportation of goods and tracked orders to ensure timely delivery.
• Coordinated with the inventory team, management, and stockroom personnel as required.
• Liaised with Architects and Engineers to discuss and analyze material and equipment needs for each project.

Budget and Performance Tracking

• Tracked and reported budgets monthly, including budget variance and actual expenses.
• Promoted ongoing enhancement in competitive bidding methods.
• Developed cost control plans and document policies and procedures.

Process Improvement

• Improved operations through process enhancements and efficiency initiatives.
• Developed and implemented systems to monitor vendor performance.
• Coordinated with staff, operations personnel, and vendors to ensure availability of materials, equipment, and services.

Fundraising and Donor Engagement

• Organized fundraising campaigns, such as individual giving, Gala dinners, Golf events.
• Developed and implemented email campaigns to attract new leads.
• Provided timely information to prospective donors, boosting chances of contributions.
• Conducted comprehensive negotiations with prospective donors to finalize donation commitments.

Client Acquisition and Relationship Management

• Identified and sourced new clients, created a pipeline for new business opportunities.
• Compiled lists of potential leads to contact with information.
• Conducted cold calls and connected with prospective customers or clients.
• Scheduled meetings with decision-makers to enhance market positioning.

Campaign Management and Strategy

• Managed and actioned ongoing campaigns and strategic decisions throughout the prospect base.
• Brought in new business in alignment with weekly, monthly, quarterly, and annual targets.
• Participated in continuous improvement initiatives by generating suggestions and engaging in problem-solving activities to enhance teamwork.

Research and Development

• Researched and compiled data from various sources to support strategic decision-making.
• Learned and applyed new skills to daily tasks to improve efficiency and productivity.

Reception and Visitor Management

• Handled incoming calls and managed switchboard operations efficiently.
• Greeted clients, visitors, and staff with professionalism and courtesy.

Administrative Support

• Managed the diary of the Incubator Management and scheduled meetings.
• Prepared supplier quotations, invoices, and payment requisitions.
• Facilitated management in acquiring quotations for authorized purchases.
• Assisted with administrative tasks such as filing, data entry, and prepared documents or reports for meetings.
• Monitored and ordered office supplies in collaboration with the facilities or the team.

Communication and Reporting

• Compiled monthly reports and correspondence, maintaining high standards of accuracy.
• Managed communications and financial processing to enhance operational support.

Events Management

• Planned and organized events, including birthdays, staff socials, Yearend events, and clients annual awards ceremony and ensured all logistics, venues,and catering are managed effectively.

Office Management

• Monitored the functionality of all office equipment, furniture, supplies, and repairs to maintain a productive work environment.
• Managed the PABX, internet, desktops connection, server room, printers, telephones, and vehicle bookings.
• Coordinated conference room bookings and ensured meeting spaces are prepared and well-equipped for use.

Security and Compliance

• Adhered to security protocols, managed visitor logs, issued access badges, and monitored building entry procedures.
• Handled mail and deliveries, including sorting, distributing, and scheduling courier pickups as needed.

Support for Upper Management

• Assisted upper management by coordinating staff and general meetings, taking minutes, capturing and distributing accordingly.
• Produced high-quality administrative reports, spreadsheets, and presentations on monthly basis.
• Generated monthly reports regarding office expenses and budget allocations.

Reception and Visitor Management

• Created a warm and inviting atmosphere for all guests.
• Managed incoming calls and switchboard.
• Maintained a clean and organized reception area that reflected the company’s commitment to high standards.

Meeting and Event Coordination

• Recorded meeting minutes with precision and clarity.
• Organized preparation of conference facilities and amenities.

Administrative Support

• Facilitated procurement processes by obtaining necessary quotes.
• Compiled administrative reports, rental statements, and communication usage for billing.
• Maintained an efficient record-keeping system for both digital and paper files.

Client Engagement and Support

• Organized weekly orientation sessions for prospective applicants.
• Facilitated acquisition of new client applications following company guidelines.
• Collaborated with Finance Manager to prepare monthly balance sheets.
• Handled financial workbooks for clients when Finance Manager was unavailable.

Sales and Customer Engagement

• Increased sales by cultivating long-term customer relationships.
• Acted as primary contact for clients, maintaining a welcoming and supportive customer service environment.
• Communicated with customers daily to address inquiries and deliver information promptly.

Operations Management

• Operated the till and managed switchboard functions efficiently.
• Conducted daily banking and cash-ups, ensured accurate financial reporting.
• Performed weekly stocktaking to maintain accurate inventory levels and reported discrepancies.

Administration and Reporting

• Executed effective management of sales-related administrative duties, ensuring accurate data capture and reconciliation of refunds, voids, discounts, and overrides.
• Recorded stock returns, movements, and damages to ensure precise inventory tracking.
• Produced reports and analyzed data to identify trends and opportunities for improvement.

Supplier Negotiation and Merchandising

• Negotiated prices with potential suppliers and closed sales effectively.
• Merchandised products in alignment with store standards and procedures.

Market Monitoring

• Tracked market trends, competitor activities, and product innovations to maintain competitiveness.
• Implemented strategies to boost sales and drive business improvement.