Natasha Santos

• The Facilities and Business Administration Head ensures the seamless operation of business processes, managing complex schedules, coordinating travel, and supporting departmental objectives
• This role involves a broad range of responsibilities including reporting, project coordination, expense management, facility oversight, procurement, vendor management, and logistics.

Key Responsibilities:

• Reporting & Meetings: Prepare and compile weekly activity reports for executive review, manage meeting agendas, minutes, and follow-up actions for management and facility meetings.
• Project Support: Assist in the administration and coordination of key projects, ensuring timely execution and alignment with business objectives.
• Expense & Financial Management: Track and manage expenses, ensuring accurate and timely submission of expense reports and reimbursement claims.
• Facility Management: Coordinate all facility-related activities including maintenance, upgrades, issue resolution, and vendor coordination. Overseen non-tech inventory and support facility branding projects.
• Procurement & Vendor Management: Maintain vendor databases, obtain and compare quotes, manage procurement processes, and ensure timely delivery of office consumables and services.
• Client & Visitor Management: Welcome guests, manage logistics for client visits, and serve as the main point of contact for travel and accommodation arrangements.
• Logistics & Compliance: Oversee logistics, courier services, visa-related activities, customs clearance, and petty cash management, ensuring adherence to company policies and deadlines. Overall Responsibilities: Deliver all tasks within specified deadlines, maintain strict confidentiality, and adhere to company policies and procedures.

• In this role, I provide critical support to the Pre-Litigation Manager and the broader Pre-Litigation department, directly reporting to the Pre-Litigation Manager
• My responsibilities include supporting overall departmental objectives, managing communication, and coordinating a range of activities to ensure smooth operations.

Key Responsibilities:

• Departmental Communication: Facilitate effective communication across the team on firm and matter-related issues, ensuring alignment and transparency.
• Reporting & Presentations: Produce and maintain detailed reports using Excel and PowerPoint and other tools, delivering accurate data analysis and management information.
• Administrative Coordination: Update and distribute essential documents, including telephone lists, and floor plans. Assist in managing the work allocation plan, coordinate client communications, and campaigns.
• Meeting Coordination: Organize, attend, and record minutes for weekly team leader meetings and bi-weekly facilities meetings, ensuring action items are clearly communicated and followed up. Managerial Support: Manage the Pre-Litigation Manager's schedule, arrange meetings, and assist with the onboarding process by coordinating with HR and IT for new staff setups.
• Client & Compliance Management: Oversee the allocation of client work in line with firm procedures and quality standards. Uphold the highest standards of client care, maintaining confidentiality and professionalism at all times.
• Audit & Compliance: Assist with regular and ad hoc audits, ensuring compliance with firm policies. Report any conflicts, complaints, or potential negligence to the Manager immediately.
  General Support: Provide guidance on general issues and assist the Pre-Litigation Manager with various tasks to meet service standards and targets.
• Oversaw office management tasks, including supply inventory, facilities maintenance, and vendor relations.
• Prepared meeting agendas and materials to ensure productive discussions during board meetings or executive sessions.
• Facilitated effective communication between executives and their direct reports through timely correspondence management.

• Responsible for managing a caseload of Road Traffic Accident (RTA) claims, representing non-fault injured clients in pursuing compensation from at-fault third parties
• All claims were handled in strict adherence to court rules, client protocols, and internal procedures.

• Provided part-time, ad-hoc support as a Receptionist and Switchboard Operator at Investec Bank in Menlyn, Pretoria, through an agency
• Served as a temporary replacement during periods of need, ensuring seamless front desk and communication operations.
• Provided exceptional customer service, addressing client inquiries regarding redemption policies and procedures.

• Acted as the primary point of contact for property owners, administrative agents, and other stakeholders, ensuring clear communication and smooth operations.
• Collaborated with property managers on various projects, contributing to overall company success and growth.
• Facilitated smooth move-in and move-out processes by preparing necessary paperwork and conducting inspections for potential damages.
• Leveraged technology tools like digital document storage systems to improve organizational efficiency and streamline processes.
• Enhanced tenant satisfaction by promptly addressing maintenance requests and providing exceptional customer service.
• Supervised a team of maintenance staff members, ensuring timely completion of work orders and excellent customer service standards.
• Organized and maintained comprehensive records of property-related documents, ensuring easy access and compliance with regulations.
• Coordinated with vendors to schedule routine maintenance tasks, preserving the condition of the property and minimizing repair costs.
• Assisted in the preparation of various reports for property owners, including financial statements and occupancy updates.
• Maintained open communication channels with tenants, addressing concerns or inquiries in a timely manner.
• Verified income, assets, and expenses, and completed file tracking sheet for each applicant.
• Completed final move-out walk-throughs with tenants to identify required repairs.
• Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
• Maintained original leases and renewal documents in digital and hardcopy format for property management office.
• Monitored timely receipt and reconciliation of rent collections in accordance with landlord and resident statutes.
• Collected and maintained careful records of rental payments and payment dates.

Key Responsibilities:

• Assist with daily administrative tasks and personal errands, ensuring timely completion.
• Manage staff schedules and oversee team performance to ensure tasks are completed efficiently.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Coordinate and prioritize various assignments and activities to support day-to-day operations.
• Act as the point of contact between the employer and internal/external contacts.
• Organize and manage appointments, meetings, and events as required.
• Handle confidential information with discretion.
• Monitor and order office supplies, or other necessities, as needed.
• Contributed to a positive work environment through professional demeanor and strong interpersonal skills.

Key Responsibilities:

• Front Office Management: Oversee general front office operations, ensuring a welcoming and efficient environment for clients and visitors.
• Reception Duties: Manage the reception area, including greeting clients, handling inquiries, and maintaining a professional and organized front desk.
• Appointment Coordination: Arrange and manage client appointments, ensuring smooth scheduling and effective time management.
• Communication Management: Handle incoming and outgoing calls, providing prompt and courteous service to clients and colleagues.
• Petty Cash Management: Oversee petty cash operations, including accurate record-keeping and expense tracking.
• Quotation Preparation: Type and distribute client quotations, ensuring accuracy and timely delivery.
  Client Relations: Liaise with clients, follow up on the Client Satisfaction Index (CSI), and address any concerns to maintain high levels of customer satisfaction.
• Insurance Claims & Authorizations: Process and manage insurance claims and authorizations, ensuring compliance with relevant procedures.
• Financial Administration: Handle invoicing, salary processing, towing registers, and payments, ensuring accuracy and timeliness in all financial transactions.
• Accounts Management: Assist with accounts-related tasks, maintaining up-to-date and accurate financial records.
• Answered phone promptly and directed incoming calls to correct offices.
• Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
• Managed multiple tasks and met time-sensitive deadlines.

• Key Responsibilities:
• Guest Services: Managed room allocation for guests, coordinating closely with housekeeping to ensure seamless service and guest satisfaction.
• Event Coordination: Assisted in the coordination of events, including boardroom setup, ensuring that all details were meticulously arranged and executed.
• Client Interaction: Greeted clients, scheduled meetings, and answered phone calls, providing a welcoming and professional first point of contact.
• Travel & Leisure Arrangements: Assisted guests with travel arrangements and leisure bookings, ensuring a smooth and enjoyable experience.
• Mail & Package Management: Received and distributed all incoming and outgoing mail and packages, maintaining efficient communication channels.
• Financial Processing: Handled billing, processed payments, and managed sensitive information with discretion and accuracy. Safety & Comfort: Ensured the safety and comfort of all guests and visitors, maintaining a secure and hospitable environment.
• Assisted management with administrative tasks such as data entry, filing, and report generation as required.
• Collaborated with team members for smooth workflow, supporting colleagues during peak hours or absences.
• Identified visitors' needs to offer solutions and information.
• Participated in regular training sessions to stay up-to-date with company policies and industry best practices, ensuring consistent adherence to established guidelines.
• Managed room allocation for guests, coordinating closely with housekeeping to ensure seamless service and guest satisfaction.