Available Jobs - Administration / Secretarial(29)
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Available Jobs Administration / Secretarial
Ensure all Monthly quotes are sent in due time (Latest on last day of each month after approval of MD)
Ensure all spot requests are sent to customers within 24H maximum (same day better / send inquiries to GAA/WCA agents as per template / To be sent after approval of MD on email)
Ensure all the necessary information are present in the quote (Shipping line, Agent name, line items,…) with accurate figures (cost from suppliers must be exact / Should keep proof of all supplier cost and provide on request when disputes arises)
Liaise with Operational team when receiving booking from customer (within 2 hours of reception) and ensure that booking is materializing
Quote follow up
Undertake marketing research and identification of new customer contact / sales leads Keep up to date with shipping industry knowledge and understanding (INCOTERMS to be known perfectly,…)
Schedule appointments for MD on request
Prepare sales presentations upon request from MD
Develop prospective clients, make cold calls and service and grow existing clients
Ensure all incoming calls are answered before 2 rings and are routed to the correct extension before putting a call through.
Always answer the phone with a smile, introduce the company and yourself and ask how you may be of assistance.
Be clear and pace your self when talking on the phone, and give the person on the other end of the line sufficient time to respond.
If you have a bad connection notify the caller that you are going to hang-up and try calling again.
You will also be the first person a client or supplier sees when they walk into InterLog.
Ensure you welcome every guest with a smile irrespective of what they may look like.
Ask guests to wait at the reception Foya and call the member of staff to come to meet their guest at reception. If they wish they may take their guest to the boardroom.
Must not let any visitors go directly to offices.
Unsure that the reception area is clean at all times.
Managing time and pressure
Must be able to manage formulas and score over 70% on Excel test
Ability to work on PPT presentations
Vehicle tracking and recording mileages etc, working out fuel reps are using, geo fencing
Updating all customer files
Sending quotes to customers
Updating social media (where needed)
Assisting with customer account reconciliations
Knowledge of MS Office
Duties and Responsibilities include but are not subject to:
Develop and implement security policies, protocols and procedures
Control budgets for security operations and monitor expenses
Recruit, train and supervise security officers and guards
Attend meetings with other managers to determine operational needs
Plan and coordinate security operations for specific events
Coordinate staff when responding to emergencies and alarms ,br> Review reports on incidents and breaches
Investigate and resolve issues
Create reports for management on security status
Analyze data to form proposals for improvements (e.g. implementation of new technology)
Experience using relevant technology and equipment (e.g. CCTV)
Experience in reporting and emergency response planning
Excellent knowledge of security protocols and procedures
Solid understanding of budgeting and statistical data analysis
Working knowledge of MS Office
Excellent communication and interpersonal skills
Outstanding organizational and leadership skills
Committed and reliable
Duties to include
General Office Admin
Efficient and diligent
Reliable and honest
The ideal candidate will be computer savvy and a fast typist with a keen eye for detail. You will report to a data manager or another senior data team member. Understanding of data confidentiality principles is compulsory.
The company will rely on you for having accurate and updated data that are easily accessible through a digital database.
Transfer data from paper formats into computer files or database systems using keyboards, data recorders or optical scanners
Type in data provided directly from customers
Create spreadsheets with large numbers of figures without mistakes
Verify data by comparing it to source documents
Update existing data
Retrieve data from the database or electronic files as requested
Perform regular backups to ensure data preservation
Sort and organize paperwork after entering data to ensure it is not lost
Fast typing skills; Knowledge of touch typing system is strongly preferred
Excellent knowledge of word processing tools and spreadsheets (MS Office Word, Excel etc.)
Working knowledge of office equipment and computer hardware and peripheral devices
Basic understanding of databases
Good command of English both oral and written and customer service skills
Great attention to detail
Duties in include:
Monitoring of vehicle fleets
Compilation of customer & management reports
Technical customer support both face to face and over the phone
After sales support
Ability to work as part of a team
Processes raw materials and packaging quantities issued into Production against IST.
Prepares daily raw material usage report.
Calculates raw materials usage report and submits to General Manager. Maintains a paperwork collection and systematic storage system for all production related records. Raises IST for all excess post-production packaging and hands over to Stores Assistant – Packaging. Manages collection of waste plastics and bottles, raises production packaging write off sheet after weighing. Process internal stock transfers from Raws to Production to Despatch.
Process manufactured batches into Sage daily
Process any inventory write offs into sage daily
Process Internal Stock Requisitions into Sage
Arranges stocktake teams and assist management of the stock taking process
Prepares daily stock reports and any other reports related to manufacturing (yields, production variances, raw material usage etc)
Prepares inventory reports as required.
Knowledge of Sage
Strong Attention to detail skills
Strong awareness of internal controls especially relating to inventory
Excellent Communication Skills
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
Manage the executives schedules and diary
In charge of scheduling meetings, maintaining complex filing systems and databases, document review and preparation and possibly overseeing other staff junior staff. Handle filing and clerical work
Excellent Interpersonal Skills
Excellent Organizational Skills
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.
Attention to detail
Requires strong communication skills and some accounting knowledge
Scheduling all dispatching and management of dispatch
Oversee all office administration
Maintaining office policies and procedures
Undertake administrative tasks
Able to Multitask
The ideal candidate should have experience in dealing with senior management and directors
The role will require the candidate to manage the general office administration, bookkeeping, diary management, welcoming visitors, petty cash handling, procurement and stationery
Confident & proactive
Ability to handle pressure and meet deadlines
The role will require someone to manage business related work, be highly organised and efficient, who can understand and embrace an excellent delivery of service to both the owner and business.
Duties to include:
Attending to all incoming and outgoing calls
Arrange Meetings and writing minutes
Keeping a record of all minutes
Receipting of cash
Responsible for petty cash
Any other duties as assigned by management
Ability to work unsupervised
Knowledge of EXCEL is essential
Answering and making of phone calls
Ensuring reception area is kept neat and tidy at all times
Ushering guests for meetings where necessary
Purchasing of all office equipment
Maintaining and issuing out stock
Maintaining proper records of purchases
Deliver receipts of purchases
Making fuel requests
Ensure cash is properly accounted for
Maintaining proper filing system
Tracking of administration light motor vehicle(LMV)
Making booking and reservations as requested
Notify security of visitors
Ensure tea and drinks are served
Updating the employee contact list
Providing support to HR Officer i.e. certificates, typing etc
Arranging company functions
Carry out any other duties as assigned by Human Resources Officer
Efficient & proactive
Extremely confident & organised
Committed & hard working
Friendly & courteous
You will need to be a dedicated, assertive and determined individual with excellent customer service and strong administrative abilities
Good business writing and verbal business communication skills are essential
Good telephone manner and the ability to communicate effectively over the telephone
The ability to work in a small business environment.
The ability to work under pressure and to adhere to deadlines
The ability to deal with customer queries in an efficient and pleasant manner
A customer service orientation towards customers and suppliers
The ability to work independently and achieve agreed to goals, objectives and targets without having to be micromanaged
Provide general administrative assistance to the Managing Director
Manage human resources paperwork including contracts, codes of conduct, employee information
Manage administration and record keeping projects, such as shareholder communications, and legal document signing and filing
Prepare presentations and correspondence using PowerPoint, Excel, Word and Outlook
Maintain computer and manual filing systems for key documents across the company portfolio
Schedule appointments and maintain diary for the Managing Director
Update and manage contact lists
Must have very high attention to detail.
Must be highly organised
-with the ability to plan in advance.
-with the ability for detailed record keeping electronically, manually or on excel
-with the ability to retrieve information that is filed manually or electronically quickly
Must be proficient and accurate in excel
-Making basic formula’s multiplication, addition, division and summing of cells.
-Basic formatting and data-capturing of information.
Must have a very good grasp of the English language and able to type proficiently using Microsoft Word.
Must have the ability to be adaptable to different types of administrative tasks.
Must be proficient in Outlook
Must have own transport
Able to work with & is familiar with Google Drive / google calendar and other apps
Has experience in stock issues, receiving and dispatching consignments, returns etc.
Able to invoice, receipt, issue credit notes, manage POS
Familiar with banking
Experience in client relationships, we do have walk- ins, and also a lot of phone calls to the town office.
Willing to work 6 days a week possibly twice a month
Happy to go the extra mile to assist in outdoor events, the odd delivery etc.
Energy and enthusiasm
Good / clear handwriting
Presentable features (healthy looking)
Middle aged or just well experienced in all ‘requirements”
A healthy, sober lifestyle.
Develops and manages the performance of subordinates in achievement of agreed strategy, business plans and budgets
Manages Salaried Staff Payroll and HR Administration
Oversees Waged Staff Human Resources Function
Organises and Manages Office Operations, Resources, Equipment and related Procedures
Acts as the point person and manages all ICT infrastructure (IT, Phones, Software Service Providers, Copiers, Printers) including managing service providers contracts, maintenance and repairs of ICT equipment as well as ordering and replacement of requisite consumables.
Organises and co-ordinates all visitor, service provider and staff local and foreign accommodation, required floats, transportation and catering related issues.
Manages and co-ordinates all landlord and utility related issues such payment of Rent, ZESA, City of Harare etc. Liaises with the relevant service providers on service provision, faults and the like.
Ensures front of house is presentable, welcoming and assists sales personnel in ensuring visitors feel welcome, have been helped and offered something to drink.
Ensures a continuous cycle of audit and review for improvement and compliance with set standards as revised from time to time
Accountability for Results
Responsibilities include but are not limited to
All office administration tasks
Reconciliation of basic accounts for the MD
Liaising with SA Head office
Quotes and organizing deliveries
Fully computer literate
Motivated and driver
Personable and professional
Attention to details
Able to multi task without supervision
Experience with imports would be an advantage
Duties to include
Answering phone calls
Filling and typing of letters or Minutes
Must be energetic
Must be very confident
This position will be varied but will cover -
Purchasing and Ordering
Managing driver and their daily schedule
Any other administration required by the Director
As and when required assisting other Senior Managers and departments
Opening of client files in the prescribed format.
Sending of order confirmations to clients.
Allocating units to the project on TSD system.
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.
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.
Handling of petty cash - Issuing of petty cash, filing invoices & receipts.
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
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.
Verbal & Written Communication.
Meet and greet clleints
Intensive stock tack control
In charge of the logistics
Administration for agents
General Admin duties as handling of petty cash, quotations, arranging travel bookings
Calling and handling sales with other branches inn South Africa
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multi-task
If you have strong excel computer skills and are sales driven, then this opportunity might be for you. The position involves all administrative duties to support the sales rep team so computer literacy is a must. This could be a progressive role for the right Candidate so if you are willing to learn, grow with the Company and you are passionate about sales please contact us to apply. HOURS OF WORK 7.30 – 4.30 Monday to Friday Lunch provided Fully computer literate with Microsoft office with excellent excel skills Sales and Marketing experience is a distinct advantage 2 years previous General office administration experience
Duties to include:
Coordinating extensive domestic and international travel logistics and arrangements for business travel as well as for personal family travel, including hotel and car services
Manage and maintain calendar and appointments, both for business and personal, including family
Manage and coordinate events as needed, both for business and personal matters
Prepare meeting materials as needed
Work collaboratively with Executive team members and colleagues across the company Minute taking
Must be switched on
Must have good people skills
Must have a Driving License
Provide support to the company
Organizing company records
Budget and Office reporting
Answer, screen and forward incoming phone calls.
Greet clients and customer
Well spoken<br.> Proficiency in Pastel
Experience in invoicing
Devise or maintain office systems, including data management and filing (hardcopy and softcopy)
Produce reports, presentations and briefs
Prepare professional business correspondence accurately, timeously, and as specified for review and approval by the MD, when required
Organise corporate events
Act as the point of contact between the MD and internal/external clients
Screen and direct phone calls and distribute correspondence
Take dictation and minutes
Greet and welcome guests when they arrive at the office
Organise and sometimes attend meetings and ensure the MD is well prepared for meetings
Ensure the MD’s office is clean, presentable and hospitable to visitors
Follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature, determine appropriate course of action, referral, or response
Time Management and Planning
Manage and maintain the MD’s schedule with due consideration of the corporate calendar and relevant plans, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations
Manage diaries, schedule meetings and appointments, and coordinate meeting logistics as required
Make travel arrangements: Arrange travel, visas and accommodation for the MD
Consult with relevant stakeholders to ensure optimisation of the MD’s time, availability and contribution
Pro-actively determine and obtain relevant information required to support the MD prior to any meetings
Draft, type and send correspondence as required by the MD
Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and information
Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas
Act as first point of contact and representative, and respond to basic queries for information
Receive and welcome VIP’s and visitors courteously and professionally
Establish and maintain sound relations with all relevant stakeholders such as other Directors of the Company, Senior Managers and General Staff in assisting with requests
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
Managing Director’s Personal Matters
Chores and errands on behalf of the MD as and when necessary
Administration of personal household matters e.g. shopping, groceries, and domestic workers; and Personal banking and petty cash floats management
Attention to detail
Excellent administration skills
Outstanding time management skills
Advanced knowledge of MS Office, MS Windows, MS Excel, and MS PowerPoint
Must be able to design documents, fliers etc
Demonstrated effectiveness in all the areas outlined in the roles and responsibilities
Excellent verbal and written communication skills
Strong interpersonal and organisational skills
Takes initiative and able to follow instructions
Accountability and responsible for own work and works well with others
Proven work experience as a Personal Assistant
Knowledge of office management systems and procedures
Ability to multitask and prioritise daily workload
Devise or maintain office systems, including data management and filing.
Arrange travel, visas and accommodation, and occasionally travelling with the CEO to take notes or dictation at meetings or to provide general assistance during presentations or functions.
Organise, maintain diaries and making appointments.
Produce documents, briefing papers, reports and presentations.
Organise and sometimes attend meetings and ensure the CEO is well prepared for meetings.
Take responsibility of accounts and budgets for the CEOs office.
Ensure the CEOs office is clean, presentable and always provides hospitality to the visitors.
Follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, determine appropriate course of action, referral, or response
Assists board members with travel arrangements, lodging, and meal planning as needed.
Any other duty as delegated by the team leader.
A minimum of 2 years experience in an Executive Assistant role.
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.
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.
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.
Experience in the Logistics, Financial Services, Financial Technology or Consumer Financial Services is preferred
Demonstrated effectiveness in all the areas outlined in the roles and responsibilities
Good verbal and written communication skills
Strong interpersonal and organizational skills
Takes initiative, accountability & responsibility for own work and works well with other teams
Proven ability to filter and cascade top-down feedback
Excellent administration skills
Discretion and trustworthiness
Flexibility and adaptability
Good oral and written communication skills
Tact and diplomacy