Available Jobs - Administration / Secretarial(41)

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The successful applicant would:
• Be responsible for servicing a customer base
• Responsible for Department administrative requirements
• Required to be efficient with compiling Spreadsheets and e-mails
• Processing orders and coordinating dispatch with the logistics team
• Responsible for customer communication
• Responsible for Debtor statements and payment collections
• Preparing all required export documentation
• Ensuring all exports are compliant with VAT regulations
• Maintaining strict compliance with export regulations

Processing applications and data entry
Collection and scrutiny of passports from the Application Centre
Handover of Passports to the High commission and/or its Consulates
Handover of passports to Courier/Applicants
Handover of passports to post office
Handling of postal applications
Scanning and uploading of documentation
Tracking of passports
Handling customer queries in person, by email and on the telephone
Preparing reports for day to day transactions
General administration duties

Confirms orders with Brand Manager
Placement of Import orders with suppliers, and tracking all imports including clearing
Monitor import orders and delivery
Costings on all ranges and establishing pricing on all ranges and agrees these with Brand and Sales Manager
Tariff investigations, on all products and restrictions thereof ,Duty calculations and Licences / Permits applications Picture stories for listings
Issues requisitions for day-to-day payments
Supervision of the administrative staff (Accounts clerk and invoicing clerk)
Monitor costs and expenses to assist in budget preparation
Circulates all relevant internal communication to all staff
Manages travel arrangements for staff
Assist with facilitation of trainings/meetings
Ensuring daily reports are done by admin staff – Data verification
Developing, reviewing, and improving administrative systems, policies, and procedures
Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained
Stock take admin and stock takes

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 area is tidy and presentable, with all necessary stationery and material
Provide basic and accurate information in-person and via phone/email
Receive, sort, and distribute daily deliveries etc.
Maintain office security by following safety procedures and controlling access via the reception desk
Order front office supplies and keep inventory of stock
Update calendars and schedule meetings
Arrange travel and accommodations, and prepare vouchers
Keep updated records of office expenses and costs
Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Duties to include
Develop and maintain a database of local suppliers by category
To initiate orders for approval
To track orders from submission to shipping and monitor ETA for orders
To work with third party marketing agency to develop and monitor marketing strategy quarterly
Coordinate functions with the marketing agency
Oversee marketing campaigns with marketing agency
Prepare daily task and schedule lists
Coordinate meeting schedules and minutes
Manage secretarial team and messenger duties

Provide secretarial support to one or more lawyers at the firm.
Edit and proofread all legal documents.
Maintain attorney calendar by scheduling conferences, depositions, and meetings.
Welcome clients and conduct initial screenings of new clients.
Go to court proceedings and type minutes.
Organize all legal documents and ensure they are updated.
Ensure all court documents are in order and filed before deadlines.
Answer emails and phone calls, and when necessary, redirect calls.
Research and authenticate important case information.
Prepare different legal documents including appeals, motions, and petitions.

Telephone Management
Booking appointments
Assisting walk in clients
Assisting with any admin
Filing and Photocopying
Assisting each department when required

Ensure routine maintenance is planned and performed at required intervals to ensure a high level of availability.
Ensure defects are logged and repairs are completed to eventually have a complete history and cost per asset.
Ensure history files with job cards are maintained to have immediate access to detail required for budget and capex purposes.
Ensure repair details on vehicle downtime are captured and maintained on the FMS system, daily.
Prepare and distribute Daily breakdown report
Open and close job cards, to ensure all costs are allocated to the appropriate assets.
Liaise with clients to plan maintenance at appropriate intervals, to mitigate any impact on Operations.
Update and distribute Vehicle Maintenance schedules daily to avoid overruns on services.
Ensure Pre-docking documents are prepared prior to a major service and all service items are available.
Ensure Minor and major unit failure reports are completed immediately when required.
Ensure a Stripping permissions register is kept and maintained.
Ensure Engineering reports are compiled and submitted with each contract.
Ensure Asset transfers, Cap documents are processed, and the fleet list is regularly updated, to be 100% accurate.
Obtain boarder clearance documents from Maputo Office for all components for across boarder repairs.
Ensure procedures are followed regarding Wear Check sampling, samples handled and send for analysis timely, and ensure action are taken and feedback updated on Wearcheck site.
Ensure that daily trip sheets are completed by drivers for ancillary vehicles and keep a file for these.
Issue fuel requisitions for workshop and ancillary vehicles.
Ensure Diesel dip for service trucks (bowser) verified with the technical dep/duty store man and driver
Ensure Fleet Government inspections, insurance and government tax is maintained.

Manning Reception.
General administration.
Assisting the accountant with basic accounts / clerical duties.
Data entry
Diary management
Checking product costings.
Procurement.
Customer service

Collating and printing emails for the owners
Responding and managing their emails
Reminders - keeping their diary up to date, taking notes and reminding them about meetings etc
Managing their personal expenses
Shopping - online and local
Attending international exhibitions as an assistant - only now and then
Dealing with staff aboard at times
All administration

This office manager position demands exceptional organization skills, efficiency, and personability
Day-to-day, this person ensures operations run smoothly by doing everything from handling phone calls, sending emails, overseeing supplies, juggling schedules, and whatever else it takes to keep the company and its people productive
Maintain office efficiency by maintaining appearance of ALL areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and stocks
Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping the owner informed of performance with routine and requested reporting
Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs
Manage all aspects of the office’s space/infrastructure planning and provide answers, resources, and solutions as requested
Oversee the client experience and ensure a personal, friendly experience for anyone coming into the Showroom, and maintain complete accessibility in both availability and warmth of character
Ensure peak organizational operations and provide preventative measures by identifying issues
Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
Coordinate internal and external resources, and cultivate relationships with vendors
Oversee office interactions, responding to requests and questions

Duties to include:
Invoicing
Quotations
Quotation follow up
In office sales (knowledge of the products will be taught):
Petty cash
Cabs and pastel updates
Stock takes
Local supplier purchases
Debtors analysis
Scheduling deliveries and co ordinating drivers
SWIFT Logistics
Stationary and office supply purchases

Duties to include:
Greet staff and visitors with a positive, helpful attitude
Assisting visitors in finding their way
Assisting with a variety of administrative tasks including copying & taking notes
Answering phones in a professional manner, and routing calls as necessary
Assisting colleagues with administrative tasks
Performing administrative duties
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments
Any other duties given by management

Supporting company leadership and supervising administrative department activities for staff members.
Greeting office visitors and directing them to the appropriate parties.
Handling basic office tasks, such as filing, delivering mail, answering emails and phone calls, and data entry.
Coordinating schedules and managing calendars for multiple parties to ensure that activities are properly arranged with no conflicts.
Making travel arrangements and preparing documents, presentation materials, and facilities for meetings.
Entering and updating company, employee, and client records.
Ordering, storing and distributing office supplies.
Maintaining, repairing, or replacing office equipment.
Directing, reviewing, and optimizing office operations to increase accuracy, productivity, and efficiency and reduce costs.
Providing basic bookkeeping services.

Duties and Responsibilities:

• Reporting to senior management and performing secretarial and administrative duties.
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases and keeping records.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar and sending reminders.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.

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.
Provide excellent customer service.
Scheduling appointments.

• Responsible for all System Administration of Syspro ERP.
• Create and maintain user profiles, roles and overall access to Syspro functions.
• Monitor and maintain the integrity of the master and transactional data in Syspro.
• Oversee the daily performance of Syspro and report any issues to IT & CFO.
• Ensure auditable changes are made and are noted effectively.
• Scope value-adding features within Syspro to allow better use of the system and increase ROI.
• Keep abreast with latest changes on Syspro, including changes made in ports/hotfixes as well as up to date with new solutions that are better suited to business processes.
• Ensure continuous training is done on the Syspro Learning Channel (SLC).
• Engage with other domain owners/users to ensure end to end solutions are implemented.
• Communication, planning, and implementation of project deliverables.
• Oversee the change control, enhancement and testing of new implementations.
• Manage the relationships with all external service providers.
• Provide day-to-day supervision and administration of the assigned business systems.
• Reporting, implementation and maintenance of systems.
• Act as project manager for new projects to ensure the successful and timeous completion. This would include the integration of third-party products into systems/databases. Ensure that proper training and roll-out is implemented throughout the company for all projects.
• Construct and understand business processes that contribute to the successful implementation of enhanced or new systems.
• Continuously improve business system processes.
• In conjunction with relevant departments be responsible for the timeous resolution of support queries, including liaising with Consultants.
• Provide user support for the end users as well as suggest improvements where necessary.
• Provide/organise training sessions, where necessary, to improve user knowledge and effectiveness in business applications.
• Attend to helpdesk tickets within 48 hours.
• Assist with the year-end stock take and ensure roles and procedures are defined from a systems point of view.
• Advise/assist users to perform transactions more effectively and help with the completion of tasks more efficiently.

Duties to include
Transcribe dictations at about 70 words per minute

Duties and Responsibilities:

a) Responsible for various Benefits administration responsibilities.
b) Payroll processing
c) Responsible for Time and Attendance administration responsibilities.
d) Perform any other duties as required.
2. Authority
a) Ensure that the confidentiality of all personnel details relating to remuneration and other HR issues is maintained.
b) Enforce Company specific leave policies.
c) Efficiently manage Leave Administration within the framework of the BCEA.
d) Responsible for all the Medical Aid, GAP Cover and Medical Insurance administration;
e) Submit applications and notifications of terminations to the Medical Aid, GAP Cover or Medical Insurance;
f) Compile a contribution schedule for processing in the Payroll;
g) Ensure payments to medical aid, GAP cover and Medical Insurance are made on time and correctly;
h) Assist with Gap Cover claims;
i) Arrange annual Medical Aid sessions for staff.
j) Processing of Rand Mutual Assurance (IOD Claims and other policies)

3. Pension Fund, Income Protection (Disability) Cover, Death Cover, Funeral Cover, MEIBC, Provident Fund Scheme (VWSA) Risk Benefits.

a) Compile the monthly remittances including the Pension Fund new member packs and also including the Income Protection/Disability Policy and Funeral Policy Remittances of The company Southern Africa;
b) Ensure payment by the Finance Department is made correctly and on time;
c) Submit the monthly remittances to Funds, new member packs with proof of payments on or before the 7th of every month to Brokers;
d) Assist with Pension Fund queries;
e) Submit applications for Disability Claims;
f) All administration on Death Claims;
g) All administration on Funeral Claims (including those for The company Water South Africa);
h) Administration of Pension Fund and Provident Fund Withdrawal Claims (assist employees, at the time of leaving our service, in the process of withdrawal from or transfer out of our Fund, including retirements);
i) Ensure the receipt of Pension Fund Nomination of Beneficiary document, Spousal Life Cover document and Funeral Fund Dependants document from new members;
j) Receive changes with regard to Spousal Life Cover and forward to Brokers or Insurances.
k) Administer annual Nomination of Beneficiary update;

Assisting the rest of the team with ad hoc administration-related tasks.
Carrying out general administrative duties, such as typing/couriering documents, copying, binding, scanning, obtaining/reviewing quotes for purchase of assets/supplies, preparing capex and asset disposal forms etc.
Liaising with the accounts department with regards to having payments processed and providing input into budgets.
Ensuring that assets e.g. vehicles and motorbike are licensed, serviced and in good working order.
Organising servicing of other equipment e.g. air conditioners, generators, fire equipment and printers.
Maintaining registers for asset services and staff training carried out.
Maintaining adequate office supplies, including general stationery, printer toners, drinking water and groceries etc. Driving to purchase new stocks if required.
Making travel bookings, including preparing and filing flight request forms, travel advances, booking flights, car rentals, taxis, hotel reservations, preparing visitors’ programmes and checking/facilitating visas.
Assisting the rest of the team with ad hoc administration-related tasks.
Liaising with service providers and suppliers
Overall oversight of the Front Desk Attendant, cleaners, messenger and guards, including setting their working hours with the approval of the CFO (where relevant).
Reviewing invoices received from the Landlord for rentals and operating costs and passing them to Accounts for payment if in order.
Being the first point of contact for emergencies related to the property. This involves being reachable and answering calls at night/during weekends.
Proactively communicating with employees about issues at the property that may affect them.

The Portfolio Administrator is primarily responsible for performing the tasks that comprise the administrative service offering to Clients, thereby contributing to the ongoing Client relationship. The main focus of the role is to provide quality service and maximise Client retention and referral. The Portfolio Administrator is not required to be accredited with the service products handled, though a moderate level of technical knowledge is needed to perform the role. The Portfolio Administrator needs excellent relationship management, secretarial and administrative skills.
This is a position of trust and will require honesty dealing with finances. In addition a working knowledge of product features and benefits is required. The incumbent also requires sufficient client management skill to attend face-to-face client meetings and actively assist as required in managing the financial planning process and client relationship Specific details are recorded in the staff duties schedule.

Networking Relationships
To achieve the objectives of this role, the Portfolio Administrator is dependent on the following internal and/or external networks;
Business Manager
Advice team
Support Staff team
External Service Providers, Life Assurance Companies, Investment Platforms and Fund Managers


Key Accountabilities Tasks
New business implementation
Implementation of all new business, including all fund manager and life office follow-ups. This includes completing and submitting application / prospectus forms where necessary, contacting suppliers and ensuring business completes in a timely fashion.
Follow-up any outstanding payments or documentation from the Client.
Input of all relevant Client details on the Client management system.
Receipt all new business and perform the tasks of the implementation phase of the sales process eg. Welcome letter sent to Client etc.
Keeping Clients informed as to the progress of their matters per company policy.


Client services
Ensure the accurate production of all Client portfolio review documentation and reports.
Ensure the accurate production of all Client risk management review documentation and reports.
Regularly update and maintain Client, insurance, and investment information in the Client management system.
Co-ordinate all Client correspondence, either as part of the sales & service process, for marketing purposes, or at the request of the Adviser, Business Manager, or Wealth Manager.
Implementation of all switches or redemptions, including all fund manager follow-ups. This includes completing forms where necessary. You will not be required to complete technical aspects relating to funds and percentage allocations.
Implementation of all changes to insurance benefits or coverage, including all life company and medical/financial follow-ups. This includes completing forms where necessary.
Co-ordination of all claims correspondence and life office follow-up of claims progress.
Record all Client contact on the Client management system.
Ensure all changes to Client details are communicated to and implemented by the appropriate fund managers and life offices.
Ensure all Client problems are solved in an efficient manner, often handling the liaison with fund managers, life offices and Clients. Assist with all Client enquiries, in-line with the company’s service offer. This may include delegating the Client inquiry to the most appropriate staff member, and does not include the provision of advice to Clients.
Contribute towards the maintenance of existing Client relationships with the company; in-line with the company service process and ensure maximum Client retention is achieved.
Produce and ensure client review invitations are communicated per company policy.
Ensure that the Adviser/Wealth Manger is kept informed of client communications per company policy.
Assist with the maintenance of the client income records on the client management system.


Tasks
Marketing plan implementation
Ensure all prospect and prospect details are input on the Client management system and that these details are maintained as per the sales process.
Participation in marketing activities as required. eg. Attend client functions Administration
Ensure all Client files and electronic records are maintained in-line with procedures outlined in the policies and procedures manual.
Prepare new Client files as needed.
Produce any documents or correspondence as required by the Adviser, Wealth Manger or Business Manager.
Other duties as requested by the Business Manager.
Ensure record of third party related procedures and parameters are kept up to date.
Participate in maintenance and development of business processes and systems.


Develop and Maintain Relationships
Develop and maintain relationships with key personnel within strategic alliance partners (service providers).
Develop and maintain relationships with key service providers, particularly fund managers and life companies
Develop and maintain relationships with clients, as per the client segmentation and service offer


New client take-on
Attend or contribute towards client meetings as requested by the adviser.
Implementation of new business, including all fund manager and life office follow-ups. This includes
completing and submitting application / prospectus forms where necessary, contacting suppliers and ensuring business completes in a timely fashion.
Contribute towards the management of the ongoing client relationship in-line with the sale and service offering, to achieve the desired retention levels for each segment.


Relief reception duties (during lunch break)
Answer incoming calls as required. Handle queries to the limits ofrole or delegate to the appropriate staff member.
Give a friendly, helpful and welcoming impression to Clients and prospective Clients both in person and over the phone.

Education
Develop a moderate level of technical knowledge and ensure it is maintained or expanded.
Provide training as required to all other staff, incl. Advisers, Wealth Mangers and other Client service staff.
Participate in training and development as outlined in the individual training plan.
Develop and maintain team ethics, in-line with the business’s culture and ethical guidelines.


Sales Handle initial Prospect enquiries to limit of authority and book appointments in Adviser’s diary as appropriate.
Conduct any prospect follow-up phone calls to obtain further information.
Print, and bind financial plans and risk management plans a

Duties and Responsibilities

• Coordinate the collection and transportation of goods cross border (Imports and Exports)
• Arrange and liaise with transporters for collection of goods;
• Issue clearance instructions to exporter / haulier / import clearing agent;
• Arrange courier for documents and permits (collection & delivery)
• Obtain final weights from receiving Branch to complete order process;
• Monitor receipt of VOC from clearing agent within the stipulated time frame;
• Checking and collating of final documents and forwarding to Finance Department so that supplier can be paid on time;
• Liaise with and monitor receipt of corrected documents from exporter;
• Ensure effective communication with the Service Providers in order to resolve queries;
• Effective communication between Traders & customers regarding shipments
• Provide analysis, suggestions / recommendations that could lead to possible deal reviews and/or revenue impact;
• Revisiting and refining current processes through identifying problem areas which arise from daily queries and or issues;
• Draw up daily reports to track progress of all shipments.
• Back-up for outbound logistics function and other roles within the Logistics Department when required.
• Weekly update on queries to Sales Team and Director

Welcoming visitors and directing them to the relevant office/personnel.
Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.
Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
Maintaining general office files, including job files, vendor files, and other files related to the company’s operations. Purchasing office supplies, equipment, and furniture.
Overseeing the maintenance of office facilities, and equipment.
Performing other relevant duties when needed.
Book keeping , basic account keeping, Invoicing customers, following up invoices, sending sales through the ZRA machine.

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 area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms and brochures)
Ability to use Social Media Platforms e.g., Facebook & Instagram to respond to customers
Provide basic and accurate information in-person and via phone/email
Receive, sort and distribute daily mail/deliveries
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
Order front office supplies and keep inventory of stock
Update calendars and schedule meetings
Arrange travel and accommodations and prepare vouchers
Keep updated records of office expenses and costs
Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

To curate financial documents and news of listed companies in specific markets from defined sources and process / publish the content onto the company and clients’ platforms accurately, consistently and timeously.
Sourcing financial reports from third parties
Sourcing listed company news from multiple sources
Processing financial documents and news onto the company online platforms
Processing news and blog articles onto the company social media channels
Identifying errors in the share prices data from third party sources and taking the appropriate action to rectify the same
Assisting in verification of data published onto clients websites and the company platform

Preparing financial statements, reports, memos, invoices letters, and other documents.
Answering phones and routing calls to the correct person or taking messages.
Handling basic bookkeeping tasks.
Filing and retrieving corporate records, documents, and reports.
Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
Helping prepare for meetings.
Accurately recording minutes from meetings.
Greeting visitors and deciding if they should be able to meet with executives.
Using various software, including word processing, spreadsheets, databases, and presentation software.
Reading and analyzing incoming memos, submissions, and distributing them as needed.
Making travel arrangements for executives.
Performing office duties that include ordering supplies and managing a records database.
Experience as a virtual assistant.
Opening, sorting and distributing incoming faxes, emails, and other correspondence.
Provide general administrative support.

Key Responsibilities

Administration linked to Account being managed: Price files, validation reports, raw material supply & pricing, sales tracking, order fill monitoring, loading new launches, weekly and monthly reporting, PIR’s, redundant stock.
Product costings, working with NPD and customer to achieve desired products and price points.
Imports / Exports proficiency, working with foreign suppliers, foreign exchange, buying at best rates.
Verifying costings against SYSPRO, once loaded and actioning corrections
Analyzing sales and margin performance. Continually reviewing Sales performance to ensure max. opportunities are attained in growing the business & identifying profit improvement initiatives.
Teamwork and communication with relevant matrix teams across site.
Bi-Annual price reviews and negotiations(Information gathering and Interrogation)
Customer relationships & service: Presenting and negotiating pricing and promotions.
Annual Budgeting: Compiling and setting up Sales Budget for the Site and trackers to monitor performance weekly, Mthly, Biannually and Full Year performance.
Market analysis: Trends, comparative pricing, identifying gaps and opportunities
Category management, all encompassing to drive sales growth and relationships with customer and suppliers.
Project management: ensuring you meet the critical paths set.
Driving Current and New business opportunities to grow the business
Teamwork, Team player

Your responsibilities will include welcoming visitors and directing them appropriately, notifying company personnel of visitor arrival
• Answer incoming calls promptly, screen and forward phone calls/referring inquiries correctly while providing basic information needed
• Takes messages where necessary and ensure these are passed on to the relevant staff member via email or Teams
• Maintain the telecommunications system, reporting any faults, assigning extensions as required
• Maintain internal telephone extension list
• Arrange and receive deliveries/couriers and sorting of mail
• Booking all company travel – flights, car hire, accommodation
• Complete PO for various departments on SAP
• Stationery Orders – quotes, placing orders, monitoring levels of office's own
use items
• Fidelity cash pick up daily
• Manage boardroom bookings, ensure refreshments are arranged as needed
• Printing documents, filing, scanning
• Complete daily attendance register for HR
• Ensure Covid Screening forms are completed by staff and visitors
• Ensure the Smoking register is completed as required
• Any adhoc requirements from Management / Staff

The incumbent will be responsible for coordinating office activities and operations to secure efficiency and compliance to ensure smooth running of a business.
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations/proposals as assigned
Assist colleagues whenever necessary

• Stock receiving, dispatching and inventory control procedures
• Understand all customs procedures and requirements
• Knowledge of HACCP and Food Safety
• Operate warehouse management systems (WMS)
• Knowledge of Health & Safety
• General administrative duties and procedures (Filing,Documenting and Auditing)
• Good communication (Telephonically and Interpersonal)
• Handling of samples
• Assisting with food safety audits
• Handling customer relations (query and request)
• Collate time keeping of staff
• Deliver support between internal and external parties
• Ensure imported stock procedures is followed correctly
• Close off Logistics with Management team
• Knowledge of Supply Chain principles and practices
• Check receiving books daily to ensure there are no outstanding GRV’s
• Ensure direct deliveries are accurately captured and processed.

Compiling and sending quotations
Receiving, processing sales orders and invoicing
Arranging deliveries to customers
Updating and maintaining customer databases and sales records
Compiling customer statements and following up outstanding payments
Compiling sales reports
Contacting customers via telephone, email and face-to-face
Answering customer queries and providing updates on stock availability, delivery dates and prices
Directing customer feedback timeously to relevant departments
Setting meetings for sales personnel and following up
Supporting the sales function with other administrative tasks, if requested
Participating in weekly stock take and reconcilliation

Reporting to senior management and performing secretarial and administrative duties.
Typing, formatting, and editing reports, documents, and presentations.
Entering data, maintaining databases, and keeping records.
Liaising with internal departments, answering calls, and making travel arrangements.
Managing internal and external correspondence on behalf of senior management.
Scheduling appointments, maintaining an events calendar, and sending reminders.
Copying, scanning, and faxing documents, as well as taking notes.
Preparing facilities for scheduled events and arranging refreshments, if required.
Ordering office supplies and replacements, as well as managing mail and courier services.
Observing best business practices and etiquette

The efficient coordination of office activities in compliance with company policies.
The management of the office budgeting and book-keeping procedures including:
Ensuring that all expenses are invoiced and paid timeously.
Compiling and submitting monthly employment and quarterly company returns to the relevant authorities.
Preparing monthly accounts for submitting to the company’s accountants for the compilation and finalisation of annual returns to the Zimbabwe Revenue Authority.
Handling all HR issues.
the scheduling and facilitation of meetings, events and communications between company executives, its employees and outside agencies.
Media and public relations management for both printed and digital media.
Investor and Government relations management as required.
The creation of reports and maintenance, including the updating, of internal databases.
The proof reading and editing of documents
Negotiation and drafting of in-country contracts as required.
The handling of all export and import documentation including applications for Customs Duty rebates
Participation in all management and contractor meetings
The organisation and attendance of conferences, workshops and other events with stakeholders including, where required, verbal translation from Shona to English.
The maintenance of a safe, secure and clean working office environment in compliance with all health and safety procedures and practises

The school secretary serves as the face of the school, greeting students and parents and providing them with information.
Secretaries schedule appointments, answer phones and give administrative support to teachers and school officials.
They help maintain records on students.
To perform a variety of secretarial, clerical and administrative duties in support of the operation of the school and in support of the principal, staff, students and parents.

Filing systems and database management:
set up and maintain filing systems for students and staff - paper and electronic create, maintain and enter information into databases
locate and attach appropriate files to incoming correspondence requiring a response locate and provide data as requested

Student and staff attendance
Track student and staff attendance
Verify parents' and doctors' notes and investigate any discrepancies in attendance information
Notify parents of student absences
Process and track staff leave requests
Coordinate substitute personnel for absent staff members
Keep accurate staff and student attendance records and submit reports as required

School processes and procedures
Manage school processes and procedures to ensure compliance with school and District regulations
Enroll and withdraw students from school in accordance with school and district procedures
Meet with new students and parents to complete registration and orientation process
Provide school-specific administrative support processes such as student services, locker assignments, activity forms
Maintain disciplinary tracking systems and files in accordance with regulations
Coordinate and monitor safety procedures for the purpose of ensuring safety of students and staff

Schedules and calendars
Schedule and confirm appointments for staff members
Maintain appointment and event calendars
Coordinate meetings and events

Financial duties
Prepare and submit bills for payment
Process purchase orders and verify invoices
Prepare and process accounts payable
Track expenditure for budget purposes
Receipt and deposit all monies collected from staff
Manage payroll functions including maintaining timekeeping records and processing and submitting payroll

Reports
Gather and collate information to prepare data-related reports
Provide staff and stakeholders with accurate information regarding school operations
Produce reports in compliance with legal and administrative requirements

Communications
Operate electronic mail systems and coordinate the flow of information internally and externally
Prepare and distribute appropriate communications including newsletters, emails and announcements
Prepare a variety of documents including correspondence, agendas, event programs, reports, schedules and calendars
Compose, type and distribute minutes of meetings

Front desk duties
Serve as a central information point to the public, students and staff regarding school-related matters and procedures
Answer incoming calls, provide information, direct calls where necessary and take messages
Greet visitors, handle inquiries and direct visitors to the appropriate destination
Read, sort and distribute incoming school mail

Equipment and inventory
Operate office equipment including fax machines, copiers, scanners, printers
Maintain office equipment in good working condition
Track inventory and order supplies

Vehicle tracking and Fuel Allocations
Milages for sales reps, workshops etc Dealing with suppliers
Import/export – all aspects, payments, filing, liasing with clearing agents, bank acquittals, insurance
Procurement local and international
There may be some PA requirements as well as minute taking
Handling Medical aid Cimas queries
Managing the insurance portfolio
Stock room management
Any other duties that may be requested by superiors/management

Greet staff and visitors with a positive, helpful attitude
Assisting visitors in finding their way
Assisting with a variety of administrative tasks including copying, faxing and taking notes
Preparing meeting and training rooms
Answering phones in a professional manner, and routing calls as necessary
Assisting colleagues with administrative tasks
Performing administrative duties
Answering, forwarding, and screening phone calls
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments

Develops and manages the performance of subordinates in achievement of agreed strategy, business plans and budgets
Attends to and manages customer enquiries and queries (complaints)
Prepares quotes for Agri customers on standard local and exports products/projects
Attends to and follows up queries and provides remedial action or referral to supervisor
Captures, produces and communicates customer orders to Manufacturing or Stores
Ensures accuracy of names and product list and related stock availability
Completes Export Procedure documentation
Ensures continuous cycle of review for improvement

Inputting prices
Transferring stock from warehouses to stores

Duties to include:
Supplier liaison
Processing orders
Logistics
Arranging local and international travel for the Directors
Co-ordinating meetings and conferences
Preparing for board meetings, drafting agendas etc

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.

Greet clients and visitors with a positive, helpful attitude
Assisting clients in finding their way
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 administrative duties
Answering, forwarding, and screening phone calls
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments