Available Jobs - Administration / Secretarial(18)

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Import and export all new lease information into system. ? Enter and manage all lease notes, maintaining critical dates and tickler files (reminder notes through MS Outlook).
Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
Review and prepare for execution and distribution, leases and exhibits to proper parties.
Create and maintain a system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.
Work with property management to ensure certificates of insurance are current, security deposit/LOC and operating expense information is correctly entered in system.
Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items.
Perform property lease file audits.
Process all invoices for payment upon obtaining the approval from Asset Management.
Schedule and oversee all maintenance related queries.
Maintain soft copy files for all floor plans, GLA (Gross letting area) calculations and tenant as-builts as requested.
Participate in the due diligence process as it relates to lease documents both for acquisitions and dispositions.
Assist in preparing and maintaining information for market surveys, occupancy reports/rent rolls, lease expiration reports, rollover reports, space availability reports, and various other reports as requested or necessary for the portfolio.
Distribute rental increases timeously and communicate or send any notices that to tenants.
Coordinate monthly meetings and work with management to ensure rent and other income are collected in a timely manner and proper follow up is taken.
Work with finance to ensure other income (parking, storage, etc.) is collected in a timely manner and review lease for compliance.
Work with management to ensure preparation of delinquency notices and initiation of appropriate action in the event of monetary default.
Review the tenant move-ins and move-out procedures and ensure lease provisions are followed.
Work with Finance and management to audit operating expense billing both estimated prepayments and reconciliation to ensure accuracy.
Maintain hard copy and electronic Master Lease files.
All other duties as assigned and associated with the day-to-day operation of the commercial real estate portfolio.

The position will manage the main company lines and direct calls through to the appropriate person / department, as well as some general administration as well.

• Supports company operations by maintaining office systems and supervising staff.
• Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results. • Keeps management informed by reviewing and analysing special reports; summarizing information; identifying trends.
• Maintains office staff by recruiting, selecting, orienting, and training employees.
• Maintains office staff job results by coaching, counselling, and disciplining employees, and planning, monitoring, and appraising job results.
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analysing variances, and initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.

Answers the phone promptly and ensures that the call is directed to the correct person.
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.
Assists administration personnel with administrative work.

The requirements are:
Checking and verifying outward payments and entering them into internet banking
Control of computerised stock records and coordinating stock takes
Debtors follow up and control of the debtors book.
Who can deal with banks and exchange control issues.

Coordinate office activities and operations to secure efficiency and compliance to company policies
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations/proposals as assigned
Assist colleagues whenever necessary

The role will require someone to manage legal and business related work, be highly organised and efficient, who can understand and embrace an excellent delivery of service to both the director and clients.

Duties and Responsibilities include but are not subject to:
Maintaining accounting and payroll records for areas assigned
Developing, analyzing and interpreting statistical and accounting information
Record daily business and advise the management about accounting principles, practices and procedures along the guidelines established by the company and current laws.
Performing other duties assigned by management

Duties:
Manages the company switchboard
Manages Petty Cash and company stationery requirements
Welcoming and directing visitors.
Performs general Administration duties
Any other duties that may be assigned by immediate supervisor

Orders, quotes, invoice, book collections for dispatch
Inventory management
Payments & Petty cash
Salaries (loans & commission)
Promotions & events coordination
Seek potential customers
Must reside in Southern Peninsula

This position will fulfill reservation requests by determining the rooms available to meet customer desires, verify customer information and payment options, assign rooms and respond to customers with confirmation emails. From time to time will greet and register guests face-to-face, explain policies and hotel features, issue room keys and deal with customer service issues. If they encounter customer problems that they cannot solve, they refer guests to managers for resolution.

Job Purpose.
The purpose of this role is to ensure the smooth operations of the branch and the fulfillment of customer orders in an efficient and effective manner while adhering to all standard operating procedures.
Main Duties;
Accept customer deposits and make payments to drivers with Valid order numbers, following the set standard operating procedures of the company.
Process and perform daily bank collections/transactions.
Completing orders for drivers or clients and issuing cash on behalf of the company.
Provide stellar customer service by greeting customers when entering or leaving the branch and build customer loyalty.
Up-Sell company products and services to customers.
Resolve customer complaints, guide them, and provide relevant information. Keep reports of transactions.
Answer customer questions and call a manager if unable to resolve the issue.
Load all cash received & collected from the bank on the ICFX system and End of day Report.
Load all cash received & collected from the bank on the ICFX system and End of day Report.
Providing support for Government Institutions which use our system.
Follow proper operating procedures in all aspects of the business.
Sending End of Day Reports to Head office on a daily basis.
Sending petty cash reports after approval from Transport Forex Head Office.,br> Proper management of company funds and ensure it always balances.
Proper administrative duties such as filling and coordinating office activities.
Processing of all border payments which are on the system.
Ensuring the availability of security at all times.
Complying with all applicable laws and regulations of the industry within town.
Adhere to high ethical and professional standards.
Maintain clean and tidy premises at all times.
Take care of office equipment.
Know the Emergency Response Plan and use as guide.
Participate in all Safety, Health Environmental, and Quality (SHEQ) Meetings and Fire Drills.
Ensure Oil Interceptor is clean and that returns are submitted to the laboratory quarterly.
Enforce safety and adhere to Truck Park and company rules, both written and implied.
Dispose of waste as hazardous and non-hazardous separately.
Any other related tasks ordinarily expected.

Reporting to senior management and performing secretarial and administrative duties.
Typing, formatting, and editing reports, documents, and presentations.
Entering data, maintaining databases, and keeping records.
Liaising with internal departments, answering calls, and making travel arrangements.
Managing internal and external correspondence on behalf of senior management.
Scheduling appointments, maintaining an events calendar and sending reminders.
Copying, scanning, and faxing documents, as well as taking notes.
Preparing facilities for scheduled events and arranging refreshments, if required.
Ordering office supplies and replacements, as well as managing mail and courier services.
Observing best business practices and etiquette.

Duties and Key Areas of Responsibility
This role will also have the responsibility of acting as the point of contact between the CEO and internal or external colleagues by managing mostly business related tasks.
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.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Pro-actively determine and obtain relevant information required to support the CEO prior to anymeetings.
Advise meeting delegates on the context of the meetings in advance, as well as the input and actions required from them at the meeting
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs arereceived from all parties involved, and that all relevant documentation is in order.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes

Duties and Key Areas of Responsibility
This role will also have the responsibility of acting as the point of contact between the CEO and internal or external colleagues by managing mostly business related tasks.
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.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Pro-actively determine and obtain relevant information required to support the CEO prior to anymeetings.
Advise meeting delegates on the context of the meetings in advance, as well as the input and
actions required from them at the meeting
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs arereceived from all parties involved, and that all relevant documentation is in order.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect
Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes

DUTIES AND RESPONSIBILITIES :
Answering the telephone.
Daily banking consisting of ;
COD (cash, credit card, EFT)
Daily sales (check credit card transaction).
Check Bank satements (EFT and credit card transactions).
General office administration.
Filing.
Process receipts.
Account reconciliations.
Loyalty card applications
Loading of invoices on online platforms for retailers
Petty cash - maintain float
Prepare/Assist with Sales VAT and import VAT

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.

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