Available Jobs - Administration / Secretarial(15)

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Duties:
Reading, monitoring and responding to emails
Answering calls and liaising with clients competently
Drafting of correspondence
Diary management
Planning and organising meetings
Organising travel
Preparing papers for meetings
Preparing presentations if required

Duties and Responsibilities include but are not subject to:
Liaison and co-ordination
Office administration
Communication and reporting
Invoice and budget administration
Compliance

Duties:
Greet and welcome guests as soon as they arrive at the office.
Direct visitors to the appropriate person and office.
Answer, screen and forward incoming phone calls.

This position will cover all aspects of Administration, basic bookkeeping, invoicing, stock management and procurement

Management of Directors diary, appointments and communications
Helps Director manage output, workflow and office deadlines
Manages and communicates management weekly main plans and action points
Manages other administrative issues for the business
Prepares and circulates reports from the director
Performs other general administration duties
Any other duties as assigned by immediate superior

Manages the company switchboard
Welcoming and directing visitors
Manages company petty cash and company stationery requirements
Performs other general administration duties
Any other duties as assigned by immediate superior.

The role will take responsibility for answering and directing calls, meeting and greeting all visitors, managing administration and scheduling two boardrooms.

This position will cover all aspects of scheduling, MD diary management, office administration, invoicing and cash recons.

Working experience on MS Office packages Outlook PowerPoint Excel Word
Experience with Minute taking at meetings
Arranging functions
Travel and Visa arrangements
Day to Day admin
Experience within FMCG multi-national environment

Proficiency in MS office (Experience email tools, spreadsheets and databases)
Accounting and business administration experience
Time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving
Strong written and verbal communication skills
Strong organizational and planning skills in a fast—paced environment
A creative mind with ability to suggest improvements
Customer service orientated
Organizational skills

Duties will include:
All Administration duties
Filing
Answering the phone
Organising meetings
Bookkeeping

Welcomes guests and clients by greeting them in person or on the telephone; answering or directing inquiries.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation.
Conserves attorneys time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, court reporters, expert witnesses, and other special functions; coordinating preparation of charts, graphs, and other courtroom visuals; preparing expense reports.
Maintains attorney calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; anticipating changes in litigation or transaction preparation requirements.
Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
Generates revenues by documenting and inputting attorney billable time and reimbursable expenses; preparing invoices; tracking payments.
Maintains client confidence by keeping client/attorney information confidential.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts; documenting and maintaining evidence.
Maintains office supplies by checking stocks; placing and expediting orders; evaluating new products.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs.
Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Enhances attorney effectiveness by providing information-management support; representing the attorney to clients and others.

Duties to include:
Dealing with customer enquiries
Office administration
Providing quotations and invoicing
Market research

Duties:
Monitoring of all staff contracts and their renewal (permanent, contract and casual).
Oversee all disciplinary issues and be the presiding officer/designated agent on all and in so doing ensure full compliance with current legislation (labour Cat and NEC Regulations for the Industry Sector).
Approval of all staff leave and to ensure leave records are correctly maintained at all times.
Approval of all staff debtors, staff advances and staff purchases.
The performance of staff reviews and performance appraisals for all managerial employees and the review of other such appraisals for all other staff members conducted by the respective line manager.
Continuously review the need for any on the job training and through the respective line managers seek approval from the Managing Director, initiate and co-ordinate.
Continuous review of all contracts as to completion and progress payments – in liaison, where necessary with Managing Director.
Review, where necessary of all contractual terms and in particular pricing reviews should these be necessary.
To review all designer quotations in liaison with Managing Director and/or Operations Manager and ensure work progresses in line with this.
To ensure the timeous closure and invoicing to all contract customers in conjunction with the Operations Manager.
Continuous review of all Gross Profit Percentages earned per invoiced line item the initiating of any corrective or other action that may be necessary.
To initiate and seeking approval for any and all price escalations that may be necessary as and when this arises.
Review of all labour and vehicle recovery rates and the initiating of any corrective or other action that may be necessary. Full review of monthly Management accounts prior to submission to Managing Director.
Ensuring through liaison with the Credit Controller, that the correct procedures are applied when debts are handed over for collection and that the documents are presented in a professional and consistent manner
Continual review of all minimum and maximum stock levels, giving due credence to the seasonality of some requirements and approving any alteration thereof.

Duties to include
Compiling sales reports, leave days
Procurement of protective clothing and all office supplies
Coordinate office activities and operations to secure efficiency and compliance to company policies
Supervise administrative staff and divide responsibilities to ensure performance
Manage phone calls and correspondence
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Submit timely reports and prepare presentations/proposals as assigned