Available Jobs - Administration / Secretarial(36)

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Duties to include:
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
Ensure reception and showroom and meeting areas and bathrooms are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) – all of our 5 senses should be happy when they walk into the space
Provide basic and accurate information in-person and via phone/email
Receive, sort and distribute daily email/deliveries (non-stock items)
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
Order front office supplies from internal procurement officer and keep inventory of stock
Update calendars and schedule meetings for whole team
Arrange travel and accommodations, and prepare vouchers
Arrange all events and training days
Keep updated records of office expenses and costs
Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing, invoicing on Pastel and typing up quotations

Duties and Responsibilities include but are not subject to:
Train, supervise and support office staff, including receptionists, security guards and call center agents
Schedule shifts
Ensure timely and accurate customer service
Handle complaints and specific customers requests
Troubleshoot emergencies
Monitor stock and order office supplies
Ensure proper mail distribution
Prepare and monitor office budget
Keep updated records of office expenses and costs
Ensure company’s policies and security requirements are me

Duties and Responsibilities include but are not subject to:
Greet clients and visitors with a positive, helpful attitude.
Assisting clients in finding their way around the office.
Announcing clients as necessary.
Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.
Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans. Preparing meeting and training rooms.
Answering phones in a professional manner, and routing calls as necessary.
Assisting colleagues with administrative tasks.
Performing ad-hoc administrative duties.
Answering, forwarding, and screening phone calls.
Sorting and distributing mail.
Hiring, managing, and developing the junior administrative team.
Provide excellent customer service.
Scheduling appointments.

Handle all admin for the MD personally in both businesses that the MD is involved in.
Complete tasks as requested by the MD to ensure efficient running of day to day operations within the organisation; and to provide Personal Assistance where required.
Produce documents, briefing papers, reports and presentations.
Organise and sometimes attend meetings and ensure the MD is well prepared for meetings.
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

You will be responsible for:
1. Processing purchase requests
2. Order tracking
3. Order collection and Delivery organisation
4. Back-order updates
5. Assisting with procurement paperwork and filing
6. Assisting with logistics paperwork and filing
7. Reporting on issues to Parts trade supervisor and Senior Logistics administrator

Data Capturing on Pastel
Payment of Accounts/Online banking
Payment of monthly bills
General admin
Minute taking and typing

Meeting and greeting clients.
Booking meetings.
Keeping the reception area tidy.
Answering and forwarding phone calls.
Supporting senior managers by offering administrative duties

Oversee all stock and housekeeping standards at main warehouse based in Workington
Sample’s logistics oversight
Responsible for monthly Stock counts & Reconciliations
Make sure necessary stock movement records and admin procedures are done and posted daily (down-packing and blending journals)
Check on FIFO management
Fully understand the necessary systems and procedures
Check on product quality / expiry dates and timelines
Oversee product quality control procedures are followed
Weekly stock report
Checking Head Office stock levels and restocking
Fill in for the Accounts Receivable when they are away

File Control
Control Documents; receive and send
Control and organize an Administrative Area
Book flights and compare prices from Agencies
Control Expats flights
Letters to Immigration, Labour ( All paper work for Work permit and Dire application)
Letters to Tax department
Deal with key suppliers and clients
Covid bookings
Taxi booking

Managing Travel arrangements as well as travel documents
Manage the Executive Directors diary, scheduling all appointments and meetings.
Coordinate all meetings and appointments ensuring that all necessary information and documentation required for daily diary activities is provided and confirmations are sent to all attendees.
Maintenance of an accurate record of papers and electronic correspondence on behalf of the Executive Director
Preparing reports for business review meetings
Running business errands
Screening phone calls, enquiries and requests, and handling them when appropriate
Liaising with clients, suppliers and other staff.

Filing
Keeping on top of all the admin requirements
Daily cash ups and reconciling cash ups.
Possibly running between branches to collect items if needed.
Checking invoices and assisting salesman if needed.

Serves visitors by greeting, welcoming, and directing them appropriately.
Notifies company personnel of visitor arrival.
Maintains security and telecommunications system.
Informs visitors by answering or referring inquiries.
Directs visitors by maintaining employee and department directories.
Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
Keeps a safe and clean reception area and work are by complying with procedures, rules, and regulations.
Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

Setting up, organising and maintaining various files.
Oversee the logistics & administration of new branch set ups and current branch revamps.
Stockist visits and impromptu visits in Harare and countrywide .
Manage inventory, order and track distribution of giveaways, promotional items, corporate give away golf shirts, staff uniforms and client gifts.
Assist in the development of and management of an inventory to track issue of clients marketing assets, i.e. POP/ POS / tint machines etc. This will require creating and / or maintaining spreadsheets on Microsoft Excel.
Raising of purchase orders and the tracking and maintaining of purchase order records including securing delivery notes and liaising with the Purchasing Department for the raising of GRV’s.
Attend meetings between Marketing Department and other departments as well as with clients ad agency to update task sheets and assist with completing jobs where possible.
Liaise with external contractors on any jobs our client carries out.
Assist with tracking the flighting of various adverts to ensure they match up to payments.
Run errands out of the office as and when necessary.
Any other administration duties as and when required.

File Control
Control Documents; receive and send
Control and organize an Administrative Area
Book flights and compare prices from Agencies
Control Expats flights
Letters to Immigration, Labour ( All paper work for Work permit and Dire application)
Letters to Tax department
Deal with key suppliers and clients
Covid bookings
Taxi booking

Organize and coordinate administration duties
Support inventory management system
Run office procedures
Coordinate supplies and support project sites
Create and maintain a pleasant work environment
Ensure high levels of organizational effectiveness, communication and safety
Ensure the smooth running of the office and help to improve company procedures and day-to-day operation
Monitor and report on company’s inventory levels
Developing inventory tracking systems, reviewing levels of supplies, ordering new materials, and performing a daily analysis

Duties and Responsibilities:

• Being responsible for the administrative obligations of a company.
• This includes organizing the board meetings and annual general meetings (AGMs), circulating agendas and minute taking, maintaining statutory books, and making filings at Companies House.
• Supporting the chairman in ensuring the board is performing effectively.
• This includes guiding the chairman and board on how to execute their responsibilities and comply with rules and regulations.
• Dissemination of information. Communication between the board and senior management, as well as non-executive directors and committees, needs to be handled professionally and coherently.
• Being the channel of communication between shareholders and the board – keeping both parties up to date.
• Ensuring that legal and statutory requirements are being met (in relation to systems being used within the company).
• Maintaining an awareness of relevant legislation and any changes – adjusting where necessary.
• Overall responsibility for the facilities and schemes that the company might offer, e.g. HR, pension schemes, insurances, and investor relations.

Meeting and greeting clients.
Booking meetings.
Keeping the reception area tidy.
Answering and forwarding phone calls.
Supporting senior managers by offering administrative duties

Telephone Management
Booking appointments
Assisting walk in clients
Procurement (stationary/IT/etc)
Marketing functions – attending Premier sponsored event & co-ordination
Assisting with submitting clients visas
Assisting client with completing visa forms
Gathering visa information
Enrolling clients on frequent flyer programs
Assisting with clients frequent flyer accounts
Printing of student cards
Filing
Photocopying
Social Media Management (Facebook & Instagram)
Checking for Tenders / Preparing of company profiles for Tenders
Working weekends Saturdays – Once a month

Required to carry out some admin work for FM and MD.
Dealing with Labour issues - NEC, NSSA, WCIP<br. Handling all Insurance admin
Handling all admin and PA duties

Duties and Responsibilities:
* Greet people entering the building, answer any questions, provide directions and alert staff when someone is there to meet or visit them
* Answer a multiple line phone system, manage calls by routing them to the proper extensions or taking messages and delivering them within our message system along with setting up conference calls as requested
* Manage the building log of who is entering and exiting the building
* Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup
* Serve as the face of the company, offering friendly service to those entering the building or calling in on the phone
* Maintain the reception area, keeping it clean and free of clutter
* Assist new applicants who come into the building to apply for positions, including providing them with applications, pens and clipboards along with any reference material they may need, such as telephone directories or Wi-Fi passwords
* Handle filing and data entry as requested

Processing daily farm admin paperwork
Petty Cash
Wages – time sheets to statutory paperwork preparation
Fuel reconciliations
Any other farm administration work that may arise
Farm spares sourcing (this does not require mechanical knowledge as full information will be given, it is more phoning around and perhaps visits to suppliers)
Monthly analysis of expenditure – for example the amount of fuel a particular tractor has used.
At non busy times, they may be asked to do other admin work to help out with any overloads. This is not common, but worthy of mention.

Acting as a first point of contact: dealing with correspondence and phone calls
Managing diaries and organising meetings and appointments
Booking and arranging travel, transport and accommodation
Assisting with organising events and conferences
Reminding the owner of important tasks and deadlines
Typing, compiling and preparing presentations and correspondence
Liaising with staff, suppliers and clients
Filing and admin duties

Meeting and greeting clients.
Booking meetings.
Keeping the reception area tidy.
Answering and forwarding phone calls.
Supporting senior managers by offering administrative duties

Handling incoming calls and other communications.
Managing filing system.
Recording information as needed.
Updating paperwork, maintaining documents, and word processing.
Helping organize and maintain office common areas.
Performing general office clerk duties and errands.
Organizing travel by booking accommodation and reservation needs as required.
Coordinating events as necessary.
Maintaining supply inventory.
Maintaining office equipment
Creating, maintaining, and entering information into databases.

Responsibilities include :
The management of Purchasing
The management of Packaging stock control
Maintaining the insurance portfolio’s
Maintaining the fuel records
Maintaining the HR / contracts / Payroll
Maintaining the SOP’s

To assist the BM in carrying out key functions such as: drafting and reviewing business letters, contracts, memorandums, copywriting, Standard Operating Procedures, company notices, editing & proof reading of documents, creating digital content, organograms and any other task related to the functions of the BM as required.
Represent Executive Management through physical on-site presence: screen visitors and calls from executive management as required, note down queries and messages, and ensure that the Executive wing is always presentable, clean, tidy, and functional in all aspects.
Complete tasks as requested by Executive Management, notably the Managing Director and BM to ensure efficient running of day to day operations within the organisation; and to provide Personal Assistance to Executives where required.
Prepare Reports, Memos, Letters and other documents and content to assist the Business Manager to carry out key functions.
Assist the BM to prepare for Meetings and Submissions by researching and analysing data, compiling information, and formatting documents.
Complete tasks as requested by Executive Management, notably the Managing Director and BM to ensure efficient running of day-to-day operations within the organisation and to provide Personal Assistance to Executives where required.
Ensure that teas, snacks, stationary, toiletries, and cleaning supplies are always stocked to suitable levels in the Executive Wing.
Being proactive to ensure all executive office electronic are functioning at optimal levels, at all times.
Covering for the Administration Officer where required to ensure efficient running of Company administration.

Keeping records up to date
Typing up legal and other company documents
Answering the phone
Organizing diaries
Preparing travel arrangements
Performing legal research
Making appointments with clients

Prepares documents and forms to move goods efficiently through import and export steps and procedures.
Reviews paperwork and documents to ensure shipping, handling, storage charges, and customs fees are billed correctly.
Maintains a database that tracks merchandise.
Processes claims on merchandise shortages and overages.
Performs other admin duties as assigned.

DUTIES AND RESPONSIBILITIES:
* Ordering, following up on and receiving of R&D raw and packaging materials as required by Lab staff.
* Maintaining the R&D raw and packaging material database by coding, recording, storing, and copying of accompanying paperwork e.g. COA, SDS, COC, and specifications, etc.
* Updating raw material files as suppliers or raw materials change, including raw material specifications, SDSs, INCI information, pack size, and price.
* Updating of raw materials & MSDS schedule on share drive for all staff.
* Filing of new, raw, and packaging materials in an easily accessible system along with relevant paperwork.
* Maintaining the raw material system by discarding expired raw materials on a monthly basis.
* Creating and updating packaging files as suppliers or materials change.
* Filing and archiving of Master Manufacturing instructions as received from production.
* Assist with the sourcing of new raw materials, packaging materials, and alternative suppliers.
* Assist R&D Administrator to compile documents such as Handover and Form Amendment documents as well as maintaining the Product Information Dossier for new and reformulated products.
* Maintains the R&D SOP Training Matrix.
* Generate purchase orders for laboratory consumables, raw materials, and packaging materials required by the R&D Team.
* Arranging trial products (R&D Lab and/or Production) to be delivered to the Trial Coordinator.
* Administration of internal and external product trials, including issuing of product and evaluation forms as well as regular, follow-ups.
* Compiles IEP/Cep reports based on product evaluations.
* Reports irregularities and other non-conformity relating to cGMP which forms part of the continuous quality improvement process.
* Performs all tasks in accordance with the Health and Safety Requirements per the Occupational Health & Safety Act 85 0f 1993.
* Promotes safe working conditions to minimize workplace injuries.
* Carries out all tasks according to relevant Standard Operating Procedures which are obtained in each department.
* This may include operating SYSPRO.
* General office filing and archiving.

Duties to include
Insurance Verification
Reactivation of Patients
Patient Care Follow-up
Appointment Confirmation
Patient Scheduling
Filling Cancellations/Openings

Acting as a first point of contact: dealing with correspondence and phone calls
Managing diaries and organising meetings and appointments, often controlling access to the manager/executive
Booking and arranging travel, transport and accommodation
Organising events and conferences
Reminding the manager/executive of important tasks and deadlines
Typing, compiling and preparing reports, presentations and correspondence
Managing databases and filing systems
Implementing and maintaining procedures/administrative systems
Liaising with staff, suppliers and clients
Collating and filing expenses

Assist in the development of a business plan for the retail proposition, to include: products, margins and stock levels
Assisting with sourcing and purchase stock supplies where necessary
To ensure that visual merchandising guidelines are developed using best practise and adhered to by all
Meet and greet customers and assist with their purchases
Assisting with promotional events
Handle any customer queries

Attend to walk in clients.
Processing product orders.
Processing invoices for all sales transactions.
Checking prices and contracts are up to date.
Supporting the sales force with general operations to help reach the team's objectives.

Duties and Responsibilities include but are not subject to:
Supervising day-to-day operations of the administrative department and staff members.
Hiring, training, and evaluating employees, taking corrective action when necessary.
Developing, reviewing, and improving administrative systems, policies, and procedures.
Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained.
Working with accounting and management team to set budgets, monitor spending, and processing payroll and other expenses.
Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
Collecting, organizing, and storing information using computers and filing systems.
Overseeing special projects and tracking progress towards company goals.
Building new and expanding existing skills by engaging in educational opportunities.

Assist the CEO in the timely management of communications; including written, telephone, email etc.
Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses, and written replies
Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands
Manage and coordinate travel arrangements
Spend time and become familiar with all aspects of business
Prepare agendas, co-ordinate meetings, and transcribe correspondence
Assist in file organization
Perform variety of office and errands
Coordinate and manage vendors and contractors
Draft simple spreadsheets

The purpose is to alleviate pressure from procurement, production, and finance departments. This will free up myself to be more proactive and spend quality time inside the factories with my team. Procurement only has Mearl and needs assistance. Finance is falling behind with their work due to performing operational admin work throughout the day.
? Purchase Orders – daily (no time limit really) – but production need to log orders latest by 12pm for next day deliveries (Produce only) Will have to check on RM/Packaging/Chemical &amp; consumables at a later stage.
? Chep Account (online).
? Recyclable &amp; sustainable project (On going project and very time constrained) Follow ups needed and tracker to be kept up to date.
? Ethical &amp; Environment tracker (SEDEX).
? NPD – New Raw Material &amp; Packaging research.
? Daily intake confirmation – (Follow up with supplier if RM or Packaging did not arrive on required date).
? Download po’s off the WW portal onto Syspro.
? Order sheets to be done by 8am daily.
? GRN’s downloaded and report any RTV’s, rejections or shorts to all.
? Sales report to be given to commercial weekly.
? Make weekly frozen bookings with the DC. Liaise with planner should PO’s be amended.
? Book UPN online should we require transport from time to time.
? Create dispatch notes for all po’s and fill in the RM weights.
? Liaise with WW, all the F-departments should production need to amend orders during promos.
? Manage all supplier invoices.
? Manage Nibbly invoices and dispatch notes and liaise with their accounts department should there be variances.
? Adhoc duties will be add, as necessary.