Available Jobs - Administration / Secretarial(21)

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This position will be varied but will cover -
Purchasing and Ordering
Managing driver and their daily schedule
Filing
Typing
Travel arrangements
Any other administration required by the Director
As and when required assisting other Senior Managers and departments

Duties:
Course administration
Facilitate registration of trainees into specific courses
Monitor attendance & progress and escalate concerns to relevant
Student support – provision of guidance or refer appropriately
Execute all administrative activities essential for the day-to-day running of campuses
Maintain and ensure that virtual classrooms are ready
Share recurring links to specific courses virtual class rooms
Ensure that all equipment and internet are in working state
Maintain software security and program updates as required
Troubleshoot technological and equipment related challenges that may arise during sessions
Maintain security of completed assessments, scripts and assignments
Control access to course materials - liaise with central office regarding material requirements
Facilitates classroom activities during virtual programs
Facility management
Sales and Marketing

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.

Duties and Responsibilities include but are not subject to:
Managing and training the Front Office staff
Ensuring the front desk provides a professional and friendly service for guests
Dealing with guests
Arranging staff scheduling
Acting as liaison between General Manager and staff
The Front Office is the area of the hotel where guests form their first and last impressions of the hotel – this makes it really important for the Front Office Manager to work hard to create a pleasant experience for guests to ensure their return.

This position requires a proactive, team player to cover a range of administration responsibilities, accounts and bookkeeping support using Evolution and spreadsheets and HR support using Belina.

Up-selling existing customers from narrowband products to a variety of broadband solutions and/or a combination of various products and services offered.
Providing exceptional service and product knowledge on a variety of products.
Ensure efficiency with regards to telephony productivity.
Ensure quality assurance is maintained.
Ensure all relevant documentation is compiled and completed accurately.
Ensure that resolution of customer queries is dealt with in relation to the sales process.
Keep abreast with the latest technology and packages on offer via Training.

The role will cover all standard Receptionist duties from answering calls, meeting and greeting clients, and general administration work.

Our Client provides professional information and technical services to assist subsistence and small scale livestock farmers to take steps to sustainable commercial production, and increase the efficiency and viability of existing commercial producers. This position requires excellent customer service Professional telephone manner Meeting and greeting customers and clients General administration duties Willingness to go above and beyond

Duties:
Answering phones
Taking messages
Scheduling meetings
Preparing legal documents
To support the lawyers and paralegals
Provide administrative support

Responsibilities:
Debtors
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

Duties Includes:
Manage all customer applications and renewals in accordance with defined criteria, processes, procedures, priorities and timescales
Provide accurate and clear information to new customers, explaining the benefits and processes involved
Provide first-line support to existing customers including updates on registration status, process and IT issues, concerns and complaints
Assess, validate and quality check customer data being submitted online in accordance with defined criteria, processes, procedures, priorities and timescales
Ensure that customer data sourced from appropriate authorities is adequately validated against key defined requirements and criteria sets
Update and maintain customer details and account records in accordance with defined processes
Be accountable for the quality and integrity of customer data sourced from authorities and published externally
Contact customers by telephone and email in accordance with defined processes, procedures, priorities and timescales always
Be committed at all times to upholding a first-class customer service experience and building strong relationships with customers
Accurately log and maintain records of customer contact, activity and outcomes in a timely manner
Advise and process any fee payments for new and renewing customers, giving relevant and appropriate advice to allow customers to make an informed decision
Assist with the production of regular management reports to monitor and improve processes
Work as part of a team to ensure overall objectives and process deliverable are consistently achieved
Maintain high standards of professional conduct and ethics

Duties to include: Receiving clients
Clerical duties
Data capture and update
Cashiering
Safe keeping of valuables

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

Duties:
Invoicing
Provide support to the company
Inventory Management
Organizing company records
Budget and Office reporting
Answer, screen and forward incoming phone calls.
Greet clients and customer

Administration
Filing
Payroll
Reception
Payment of accounts – rates, utility bills
Petty Cash
Coordinating Drivers
Banking
Purchasing
Quotations from suppliers and advise senior
Update Daily Purchasing Order Sheets
Supervising Drivers and report any irregularities to senior
Any Other Duties
Any Other Duties can be assigned by the Directors, Purchasing Manager, Head Accountant and Accountant

General Tasks
Basic bookkeeping
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
Office Administration
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
Relationship Management
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

Duties Includes>:
Basic administration duties Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines

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.
Stock taking
Taking orders
Payroll
Invoicing

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.

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.