Available Jobs - Administration / Secretarial(21)

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Answering calls and liaising with clients competently
Drafting of correspondence on the CEO's behalf
Managing the CEO’S Diary – active in organising meetings with key stakeholders in government, industry and related forums.
Planning and organising meetings, collating Board Packs
Taking dictation, action points and writing minutes
Preparing presentations on behalf of CEO
Organising travel for CEO and senior Executives
Managing and reviewing filing and office systems
Sourcing and ordering stationery/ office equipment, and consumables
Managing the company houseboat and other ad hoc projects
Any other duties as may be assigned by superior/s.

Working with accounting and management team to set budgets, monitor spending, and processing payroll and other expenses.
Supervising day-to-day operations of the administrative department and staff members.
Hiring, training, and evaluating employees, taking corrective action when necessary.
Developing, reviewing, and improving administrative systems, policies, and procedures.
Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained.
Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
Collecting, organizing, and storing information using computers and filing systems.
Overseeing special projects and tracking progress towards company goals.
Building new and expanding existing skills by engaging in educational opportunities.

This Branch Administration position will require someone to do daily administrative work that includes
Daily sales report
Banking
Inter-branch orders
Stocktaking

You will need to be a dedicated, assertive and determined individual with excellent customer service and strong administrative abilities

Duties to include:
Maintaining office policies and procedures
Welcoming visitors and directing them to the relevant office/personnel.
Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
Coordinating and managing appointments and meetings.
Coordinating of customer reports as requested
Performing other relevant duties when needed.

Maintains records of financial transactions by establishing accounts; posting transactions; ensure legal requirements compliance.
Develops system to account for financial transactions by establishing a chart of accounts; defining bookkeeping policies and procedures.
Maintains subsidiary accounts by verifying, allocating, and posting transactions.
Balances subsidiary accounts by reconciling entries.
Maintains general ledger by transferring subsidiary account summaries.
Balances general ledger by preparing a trial balance; reconciling entries.
Maintains historical records by filing documents.
Prepares financial reports by collecting, analyzing, and summarizing account information and trends.
Complies with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed actions.
Contributes to team effort by accomplishing related results as needed.

Duties:
Answers the phone promptly and ensures that the call is directed to the correct person.
Responds to the intercom quickly and greets all visitors, directing them to the correct staff member after informing the latter of incoming visitor.
Takes down and forwards message to relevant person when recipient is unavailable.
Reports and/or attends to any telephone line disruptions immediately so they can be repaired.
Checks Telone balance daily and informs Assistant Accountant when account needs to be topped up.
Assists administration personnel with administrative work.

Responsibilities and Duties Include but are not subject to:

Screening of telephone calls, typing and filing of confidential correspondence and routine correspondence
Excellent knowledge of packages such as MS Word, Excel, Power point etc.
Performs accurate routine clerical and filling work
Co-ordinates schedules and make appointments
Conducts research, compiles and types statistical reports
Co-ordinates and arranges meetings, prepares agendas, reserves and prepares facilities, accurately records and transcribes minutes of meetings
Co-ordinates and resolves customer complaints
Co-ordinates and books travel & business functions
Processes purchase orders and receipts
Manages office assistant & admin team
Manages office environment and supplies
Manages reception area of businesses.

Supporting company leadership and supervising administrative department activities staff members. <bc> Greeting office visitors and directing them to the appropriate parties. <bc> Handling or delegating basic office tasks, such as filing, preparing meeting areas and presentation materials, delivering mail, answering emails and phone calls, and data entry. <bc> Coordinating schedules and managing calendars for multiple parties to ensure that activities are properly arranged and prevent conflicts. <bc> Making travel arrangements and preparing documents, presentation materials, and facilities for meetings. <bc> Entering and updating company, employee, and client records. <bc> Ordering, storing, and distributing office supplies and maintaining, repairing, or replacing office equipment. <bc> Directing, reviewing, and optimizing office operations to increase accuracy, productivity, and efficiency and reduce costs. <bc> Providing basic bookkeeping services. <bc>

Assisting with Stock takes
Data entry
General office management
To provide direct support to the company
Maintain an office setup that optimizes workflow
Assist with a variety of office projects and processes.
Handle all incoming and outgoing communication
Handle filing and clerical work

Duties to include: Daily office management
Bookkeeping
Creditors
Debtors
Petty Cash
Invoicing
Dealing with enquiries <b>

We are looking for a mature indivdual with sound experience
The role will involve general reception duties and double up as PA to the companies GM as required
We are looking for someone that is well presented, well spoken, switched on, able to multi task, can handle confidential tasks, is quick thinking and can work under pressure

Communicate job expectations; planning, monitoring, appraising and reviewing job contributions
Plan and review compensation actions; enforcing policies and procedures
Contribute operations information and recommendations to strategic plans and reviews; prepare and complete action plans; implement production, productivity, quality and customer-service standards; resolve problems; complete audits; identify trends
Develop operations systems by determining product handling and storage requirements; develop, implement, enforce and evaluate policies and procedures; develop processes for receiving product, equipment utilization, inventory management and shipping, Analyze process workflow, employee and space requirements and equipment layout; implement changes
Establish contracts and pricing and ensuring proper maintenance and serving as primary liaison with utilities and local government agencies
Review and approve all operational invoices and ensure they are submitted for payment
Work closely with GM and management team to set and/or implement policies, procedures and systems and to follow through with implementation.
Communicate all operating policies and/or issues at department meetings
All Administration and PA duties

Primary responsibilities
Resolve customer complaints via phone, email, mail, or social media.
Use telephones to reach out to customers and verify account information.
Greet customers warmly and ascertain problem or reason for calling.
Cancel or upgrade accounts.
Assist with placement of orders, refunds, or exchanges.
Advise on company information.
Take payment information and other pertinent information such as addresses and phone numbers.
Place or cancel orders.
Answer questions about warranties or terms of sale.
Act as the company gatekeeper.
Suggest solutions when a product malfunctions.
Handle product recalls.
Attempt to persuade customer to reconsider cancellation.
Inform customer of deals and promotions.
Sell products and services.
Utilize computer technology to handle high call volumes.
Work with customer service manager to ensure proper customer service is being delivered.
Close out or open call records.
Compile reports on overall customer satisfaction.
Read from scripts.
Handle changes in policies or renewals.

1 - Order Processing.
Complete daily actions and customer order taking
Accurate Invoicing (dates, item codes, product quantities, filing etc).
Order fulfilment: correct matching of orders according to supply (stock levels) and rate of sales (ROS).
2 - Merchandising.
Reporting of red alerts, and resultant action/resolution.
Regular store feedback: requests or issues (perishable manager).
Reporting of red alerts and feedback with management.
3 - Deliveries.
Loading trucks with correct stock levels.
Missed deliveries, and resolution (if any).
Rollovers, and resolution (if any).
4 - Claims.
Reporting of all claims with reasons and actions to management.
5 - Depot Oversight.
General building, access, condition, security, cleanliness, equipment.
6 - Cash Control.
Cash collection, checking and handing to management.
7 - Stock Control.
Stock reporting levels.
Stock checking and counting.
8 - Customers.
Detail all customer / account complaints (telephonic/email).
9 - Filling.
Chronological and accurate filing, sourcing of claims, PODs etc as and when requested.
10 - Customer Spread sheet.
Weekly tidying up the customer and stock spread sheet and preparation of new sheet.

Reporting to the SHEQ Officer, duties & responsibilities include:
Serving visitors at the reception desk
Switchboard duties
Appointment calendars and scheduling of meetings / appointments
Receiving and sorting daily mail / deliveries / couriers
Management of town drivers, coordinating orders and collections and monitoring of log books
SHEQ responsibilities to include:
Administers monthly housekeeping competition
Conducts monthly occupational hygiene control checks for kitchens, canteen, workshop toilets and changing rooms
Performs First Aid Box
Maintains and updates Driver Alerts Register and Tool Box Talks Register schedules on google sheets
Job task observations need to be filed monthly in order
Coordinates with fire safety equipment service provider and ensures monthly equipment report is received
Ensure fires extinguishers are serviced before the due date
Maintenance and upkeep of employee noticeboards, ensuring they are kept up to date and tidy
Clerical duties including filing, printing, photocopying, emailing and administrative support
Recording of meeting minutes
Weekly water orders and deliveries

This is an important varied position within the company, responsibilities include:
Trip cash, tolls & documentation
Dealing with all drivers documentation, ie receipts/requests etc
Fully responsible for Petty Cash
Reconcilliations and working closely with the Bookkeeper
Various office & admin tasks including coordinating the canteen

You will need to be a dedicated, assertive and determined individual with excellent customer service and strong administrative abilities

You will need to be a dedicated, assertive and determined individual with excellent customer service and strong administrative abilities

Sales/ Rentals.
Opening of client files in the prescribed format.
Sending of order confirmations to clients.
Allocating units to the project on TSD system.
Release notes.
Writing delivery notes.
Drafting of lease agreements.
Drafting closure correspondence and sending it to the relevant parties.
Assisting with completion of credit application forms.
Conducting reference checks on clients who which to purchase on credit.
File documentation in the correct format on the server as well as client files.
Ensure that documents are signed off by the relevant parties.
Filing copies of all project related expenses in file and making the necessary updates in the file.
Draft an invoice instruction and ensure a copy of invoice is received from head office and filed accordingly.
Sending copies of project related documents to head office.
Stock.
Receiving and checking of stock and following the GRN process. Ensure that all.
documentation pertaining to stock is received, filed and updated.
Tracking stock in and out on TSD system and updating the relevant parties.
Provide weekly stock reports of Container & Cabin stock.
Provide a weekly stock report of container & cabin rental stock (Containers that are leased to clients which will in turn be turning into another depot. i.e China / Jhb).
Preparing inventory requisitions – written and on job costing.
GRN of stock that has remained from a job back into stores and submit relevant paperwork to the branch manager.
Assist with relevant internal operational liaison/logistics.
Assist with monthly stock take of container, cabins and smalls.
Accounts.
Handling of petty cash - Issuing of petty cash, filing invoices & receipts.
Create PO’s.
Monthly recon of creditors A – L.
Ensure supplier banking details is always updated.
Send POP’s through to suppliers.
Request for supplier statements in a timeous manner.
Submit and reconcile expense reports.
Complete supplier credit applications
General Admin.
Take accurate messages and forward to the relevant person.
Assisting in all admin as requested by your manager.
Organise and schedule appointments.
Welcome visitors by greeting them, in person.
Plan meetings and take detailed minutes.
Update and maintain office policies and procedures.
Order office supplies and research new deals and suppliers.
Ensure that company vehicles are serviced as and when needed.
Maintain contact list.
Maintain and keep all records filed in the correct manner.
Write and distribute email, correspondence memos, letters and forms.
Book travel arrangements for managers.
Provide general support to visitors.

Responsibilities:
Time Management and Planning:
Manage and maintain the CEO’s schedule with due consideration of the corporate calendar and relevant travel plans, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations.
Consult with relevant stakeholders to ensure optimization of the executive’s time, availability and contribution Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs are received from all parties involved, and that all relevant documentation is in order.
Advise meeting delegates on the context of the meetings in advance, as well as the input and actions required from them at the meeting.
Pro-actively determine and obtain relevant information required to support the CEO prior to any meetings. Coordinate meeting logistics as required.
Manage the executive’s diary and appointments.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.

Office Administration:
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect. Draft, type and send select managers correspondence as required by the CEO.
Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and information.
Coordinate the ordering of Head Office kitchen and stationery supplies.
Perform limited relief duties on the switchboard, as required.

Relationship Management:
Liaise with relevant individuals and external organizations to arrange meetings, prepare agendas and draft minutes.
Act as the first point of contact and representative, and respond to basic queries for information.
Receive and welcome VIPs and visitors courteously and professionally.
Establish and maintain sound relations with all relevant stakeholders such as other executives from different divisions and general staff in assisting with requests to and from the managers.
Address issues/queries, and manage incoming and outgoing instructions and response to and from the managers.
Liaise and interface with relevant internal and external stakeholders such as suppliers, officials, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.