Available Jobs - Administration / Secretarial(20)

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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.

Job Purpose:
The position exists to ensure that adequate funds are available with the organization during the outflow of funds and to ensure optimum utilization of the funds.
Reports to: Finance Manager – Marketing
Major Functions/Accountabilities:
Processing of all weekly, monthly and quarterly journals.
Ensuring that cash banked daily and weekly tallies with the end of day Cash Sales till Up Report Summary.
The incumbent will maintain petty cash; disburse petty cash with corresponding petty vouchers.
Updating the petty cash vouchers in Sage Evolution and perform regular cash on hand counts and compare with the theoretical cash on hand and the SE petty cash balances.
Ensuring that the depot has appropriate ways of detecting fake notes and ensure that at all times cash is kept in safe place that is locked with accountability in the event of loss.
Ensuring that all goods purchased are properly recorded on the Goods Received Vouchers (GRVs) and will receive stocks on a daily basis.
He/she will check that the correct quantity and price have been recorded on the GRVs.
The incumbent will verify the physical inventory balances with the system balances and will investigate any anomalies and write a stocktake report weekly. He/she will make the necessary adjustments to records and stock take adjustments will be done weekly/monthly.
He/she will ensure that consignment reports and Delivery Notes are closed within 48 hours after notification by the Sales and Operations Team.
The incumbent will monitor debtor’s performance and will engage debtors in the event that agreed payments have not been made by the agreed dates.
He/she will send out weekly/monthly debtors’ statements and perform debtors’ reconciliations on a weekly/monthly basis.
He/she will ensure that debtors outside their terms and credit limits will be put on stop supply and can only buy for cash after approval by the Finance Manager/General Manager.
He/she is responsible for initiating credit notes and only processing them after approval by the Depot Sales and Operations Manager.
He/she will follow-up on Proof of Deliveries for all formal customers and ensure that the copy invoice has a shop stamp, date received, security stamp and the name of the receiving person including signature.
The incumbent is responsible for promptly and accurately entering into the ERP Inventory and Suppliers Modules prices per product received by referring to set prices.
The incumbent will capture the carriage inwards for loads received and will email growers weights received within 24hours of receiving the load.
He/she will email growers the consignment report as soon as Delivery Note has been closed.
He/she will ensure that carriage inwards are promptly captured in the system at the correct prices.
The Finance and Administration Officer is also required to generate weekly sales reports showing variances to budgets and where appropriate explain material variances.
The Finance and Administration Officer will ensure the compliance of the sales and operations staff with company policies and procedures regarding invoicing, down packing, dispatching, credit notes, payments and all other aspects to do with depot accounts.
He/she will ensure that the correct transport charges are invoiced, tallies with the dispatch sheet before transporters are paid.
The incumbent will ensure that utilities bills such as water, rates, electricity and telephone are current and paid in time to minimise disruptions to the sales and operations team.
Monthly volume and variance analysis for all depots.
Processing of utility bills for the depot.
Stationery Management for the depot.
Inventory Management for the depot.

Duties to Include:
Ensure maximum exposure to growth and minimum exposure to risk, by following correct reporting and admin procedures
Affiliate documentation control and safe keeping
Archiving of old documents
Opening Master/Ops files per contract
Compiling Master file with all necessary legal documents
Updating Share Drive (Master/Ops) folders
Daily completion of functions, tasks and reporting as required by each contract and on standard
Daily liaison with financiers, depositors, agents, affiliates and representatives
Positive attitude towards financiers, clients, colleagues and management
Customer satisfaction surveys
Real time liaison with all parties
Accurate reconciliation
Ensure all parties are always informed

Duties to Include:
Invoicing
Quotations
QPD's Stock Take
PAYE
Sales

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

Core responsibilities; Sales and Administration
Preparing invoices
Preparing quotations and sending them to clients professionally
Following up with clients on outstanding payments
Handling petty cash
Developing and maintaining a filing system

Duties to include
Logging and Adjudicating claims
Pre authorizing treatments for clients over the phone
Attending to claims and queries

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

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

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.
Responsibilities
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

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

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

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

Duties to include
Welcoming clients
Answering phone calls
Filling and typing of letters or Minutes

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:
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

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

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.