Available Jobs - Administration / Secretarial(24)

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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 & consumables at a later stage.
? Chep Account (online).
? Recyclable & sustainable project (On going project and very time constrained) Follow ups needed and tracker to be kept up to date.
? Ethical & Environment tracker (SEDEX).
? NPD – New Raw Material & 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.

Responsibilities include but are not limited to:
Act as the point of contact between the manager and internal/external clients
Screen and direct phone calls and distribute correspondence
Handle requests and queries appropriately
Manage diary and schedule meetings and appointments
Make travel arrangements
Take dictation and minutes
Source office supplies
Produce reports, presentations, and briefs
Devise and maintain an office filing system

Managing diaries and organizing meetings and appointments, often controlling access to the CEO
Booking and arranging travel, transport and accommodation for both business and personal arrangements.
Organizing events and conferences
Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses, and written replies
Reminding the CEO of important tasks and deadlines
Managing databases and filing systems
Implementing and maintaining procedures/administrative systems
Liaising with EXCO members, suppliers and clients
Collating and filing expenses
Miscellaneous tasks to support CEO, e.g. completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research

Responsible for the movement of merchandise and/or material in/out of the country in compliance with federal, state, and local regulations. Calculates duties, tariffs, price conversions, weight, and volume of merchandise exported and imported, to and from foreign destinations.
DUTIES AND RESPONSIBLITIES
? 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.

On behalf of our Client within the Construction Industry. We are looking for a versatile and highly-organized Personal Assistant to perform personalized administrative duties for senior management. In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of managers. You may also be required to make travel arrangements and assist with other duties when required.
To ensure success as a Personal Assistant, you should exhibit excellent organizational skills and demonstrable experience in a secretarial role. Accomplished Personal Assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

Duties to include but not limited to
Transactions processing with Pastel.
Letter drafting
Dictation
Word processing
Minute taking
Maintenance of correspondence files
Other administrative processes

Responsibilities includes but not limited to:
Accept customer deposits and make payments to drivers with Valid order numbers, following the set standard operating procedures of the company.
Process and perform daily bank collections/transactions.
Completing orders for drivers or clients and issuing cash on behalf of the company.
Provide stellar customer service by greeting customers when entering or leaving the branch and build customer loyalty.
Up-Sell company products and services to customers.
Resolve customer complaints, guide them, and provide relevant information.
Keep reports of transactions.
Answer customer questions and call a manager if unable to resolve the issue.
Load all cash received & collected from the bank on the system and End of day Report.
Providing support for Government Institutions which use our system.
Follow proper operating procedures in all aspects of the business.
Sending End of Day Reports to Head office on a daily basis.
Sending petty cash reports after approval from Head Office.<br? Proper management of company funds and ensure it always balances.
Proper administrative duties such as, filling and coordinating office activities.
Processing of all boarder payments which are on the system.
Ensuring the availability of security at all times
Complying with all applicable laws and regulations of the industry within town.
Adhere to high ethical and professional standards.

Purpose of this position is to become a system champion in different applications, and back office environments for the business. This involves data capturing, GIS interpretation, report extraction as well as ad-hoc form development.
DUTIES AND RESPONSIBILITIES
Business App
On-boarding/Off-boarding of staff onto the App.
Processing requests from the field & other stake holders (including GIS).
Reviewing daily audit reports ensuring data integrity.
Skynamo.
On boarding/Off boarding of staff onto Skynamo.
Managing licenses to eliminate unnecessary spend.
Processing requests from the field & other stakeholders.
Assist with Call Cycle management.
Assist with occasional Rep Form development.
Ensuring that Skynamo is aligned with the Business App.
Queries.
Handling of queries from the field, Contact Center and other stakeholders.
Organizing with the relevant stakeholders to resolve the raised query.
Giving timeous feedback.

Responsibilities:
Organizing meetings and managing databases
Must be able to manage a team
PA to the Director
Must be able to complete tasks in a timely manner
Dealing with correspondence, complaints and queries
Preparing letters, presentations and reports
Supervising and monitoring the work of administrative staff
Managing office budgets
Liaising with staff, suppliers and clients
Implementing and maintaining procedures/office administrative systems
Ensuring that health and safety policies are up to date
Using a range of software packages
Attending meetings with senior management

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

Supporting company leadership and supervising administrative department activities staff members.
Greeting office visitors and directing them to the appropriate parties.
Handling or delegating basic office tasks, such as filing, preparing meeting areas and presentation materials, 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 and prevent 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 and 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.

This role will also have the responsibility of acting as the point of contact between the CEO and internalmor external colleagues by managing mostly business related tasks.
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.
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.
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.
Co-ordinate the ordering of Office, kitchen, and stationery supplies.
Perform limited relief duties on switchboard, as required.
Relationship Management.
Liaise with relevant individuals and external organisations 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.
Resolving stakeholder queries and complaints by receiving the query or complaint, evaluating the cause and solution, implementing a solution and resolving the query in a manner that maintains the stakeholder relationships.
Event Management.
Coordinate event logistics including strategy sessions, staff meetings, team buildings etc. (by receiving brief and budget, identifying special needs and requirements, sourcing service providers in line with the procurement policy, conducting venue inspections when required), coordinating to meet brief and budget and facilitating successful events as and when required.
Manage event service providers by clearly defining contractual requirements, managing delivery against defined requirements, and addressing non-delivery as and when required.
Manage that events are successfully attended by drafting invitations and reminders, distributing and managing RSVP within set timelines.
Conduct post function evaluation by identifying lessons learnt, successes experienced and reporting on event including recommendations on future events.
Reconcile event spend post event by collating all expenses and reconciling with allocated event budget, addressing issues.
IT
Provide support and input into both the development/design and prioritising according to ROI of all new software and hardware development by the IT Manager as required for both new and existing products and services/integration.
Monitor, manage and ensure utilisation, care and uptime of all software and hardware within your function of responsibility.
Sales.
Support the growth of existing customer utilisation of both existing and new corridors, products and services by ensuring understanding of performance by product and service by customer, service point, branch, diesel truck park and country.
Finance
Provide support and input into the development/design of the finance, cost savings and budget plan/s by the Finance Manager.
Monitor, manage and ensure delivery, performance and adherence against cost savings and/or budget plans and/or spend plans/policies by all staff and sites.
Support in ensuring business readiness and performance during and for all internal and external audits.
Regulatory,

Ensure all Shops across the Group are licensed timeously
Ensure that all Company motor vehicles are insured and licensed timeously
Ensure that all drivers are licenced, have logbooks.
Request and manage fuel allocations to beneficiaries
Monitor and control fuel usage by all employees
Administer mail in a professional manner
Manage stationery allocations as per request
Procure shop use materials and allocate Groupwide.
Ensure that all offices and premises are consistently clean, well maintained and tidy.
Prepare travel and subsistence allowances for all employees according to Company Policy.
Manage petty cash and prepare reconciliations for all cash movements.
Prepare and submit monthly reports to all relevant internal stakeholders.

Assists office staff in maintaining files and databases.
Prepares reports, presentations, memorandums, proposals and correspondence.
Assigns jobs and duties to office staff as needed.
Monitors office operations.
Schedules appointments and meetings for executives and upper level staff.
Serves as the go-to for office inquiries and conflicts.
Manages staff schedules.
Tracks office supply inventory and approves supply orders.
Assists in the preparation of department budgets and expenses.

Job Duties and Responsibilities.
Maintain an accurate record of financial transactions.
Update and maintain the general ledger.
Reconciliation of entries into the accounting system.
Recording of debits and credits.
Maintain the trial balance, by a reconciliation of general ledgers.
Account reconciliation to assert the accuracy of transactions.
Use knowledge of local laws to comply with reporting requirements.
Monitor any variances from the projected budget.

Responsible for daily office management,
Answering calls and keeping diary of Managing Director
Work closely with Finance Director/Assistant to FD, HR Administrator and other members of management
Process quotations, purchasing office stationary, goods and employee uniforms
Manage stationary, office stocks, uniforms and employee PPE and other consumables
Tracking of monthly bills and ensuring prompt payment – Safeguard, Cimas, Zol, etc
Collection of monthly bills from City of Harare, Zesa, Telone for subsidiary properties
Strong computer proficiency and administration skills to ensure all orders are put through internal systems timeously

Import and export all new lease information into system. ? Enter and manage all lease notes, maintaining critical dates and tickler files (reminder notes through MS Outlook).
Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
Review and prepare for execution and distribution, leases and exhibits to proper parties.
Create and maintain a system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.
Work with property management to ensure certificates of insurance are current, security deposit/LOC and operating expense information is correctly entered in system.
Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items.
Perform property lease file audits.
Process all invoices for payment upon obtaining the approval from Asset Management.
Schedule and oversee all maintenance related queries.
Maintain soft copy files for all floor plans, GLA (Gross letting area) calculations and tenant as-builts as requested.
Participate in the due diligence process as it relates to lease documents both for acquisitions and dispositions.
Assist in preparing and maintaining information for market surveys, occupancy reports/rent rolls, lease expiration reports, rollover reports, space availability reports, and various other reports as requested or necessary for the portfolio.
Distribute rental increases timeously and communicate or send any notices that to tenants.
Coordinate monthly meetings and work with management to ensure rent and other income are collected in a timely manner and proper follow up is taken.
Work with finance to ensure other income (parking, storage, etc.) is collected in a timely manner and review lease for compliance.
Work with management to ensure preparation of delinquency notices and initiation of appropriate action in the event of monetary default.
Review the tenant move-ins and move-out procedures and ensure lease provisions are followed.
Work with Finance and management to audit operating expense billing both estimated prepayments and reconciliation to ensure accuracy.
Maintain hard copy and electronic Master Lease files.
All other duties as assigned and associated with the day-to-day operation of the commercial real estate portfolio.

Answers the phone promptly and ensures that the call is directed to the correct person.
Greets all visitors, directing them to the correct staff member after informing the latter of incoming visitor.
Takes down and forwards message to relevant person when recipient is unavailable.
Reports and/or attends to any telephone line disruptions immediately so they can be repaired.
Assists administration personnel with administrative work.

Coordinate office activities and operations to secure efficiency and compliance to company policies
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

Job Purpose.
The purpose of this role is to ensure the smooth operations of the branch and the fulfillment of customer orders in an efficient and effective manner while adhering to all standard operating procedures.
Main Duties;
Accept customer deposits and make payments to drivers with Valid order numbers, following the set standard operating procedures of the company.
Process and perform daily bank collections/transactions.
Completing orders for drivers or clients and issuing cash on behalf of the company.
Provide stellar customer service by greeting customers when entering or leaving the branch and build customer loyalty.
Up-Sell company products and services to customers.
Resolve customer complaints, guide them, and provide relevant information. Keep reports of transactions.
Answer customer questions and call a manager if unable to resolve the issue.
Load all cash received & collected from the bank on the ICFX system and End of day Report.
Load all cash received & collected from the bank on the ICFX system and End of day Report.
Providing support for Government Institutions which use our system.
Follow proper operating procedures in all aspects of the business.
Sending End of Day Reports to Head office on a daily basis.
Sending petty cash reports after approval from Transport Forex Head Office.,br> Proper management of company funds and ensure it always balances.
Proper administrative duties such as filling and coordinating office activities.
Processing of all border payments which are on the system.
Ensuring the availability of security at all times.
Complying with all applicable laws and regulations of the industry within town.
Adhere to high ethical and professional standards.
Maintain clean and tidy premises at all times.
Take care of office equipment.
Know the Emergency Response Plan and use as guide.
Participate in all Safety, Health Environmental, and Quality (SHEQ) Meetings and Fire Drills.
Ensure Oil Interceptor is clean and that returns are submitted to the laboratory quarterly.
Enforce safety and adhere to Truck Park and company rules, both written and implied.
Dispose of waste as hazardous and non-hazardous separately.
Any other related tasks ordinarily expected.

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.

Duties and Key Areas of Responsibility
This role will also have the responsibility of acting as the point of contact between the CEO and internal or external colleagues by managing mostly business related tasks.
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.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Pro-actively determine and obtain relevant information required to support the CEO prior to anymeetings.
Advise meeting delegates on the context of the meetings in advance, as well as the input and actions required from them at the meeting
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs arereceived from all parties involved, and that all relevant documentation is in order.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes

Duties and Key Areas of Responsibility
This role will also have the responsibility of acting as the point of contact between the CEO and internal or external colleagues by managing mostly business related tasks.
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.
Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the CEO, when required.
Coordinate local and international travel, accommodation and subsistence for the CEO when required, including currency and account reconciliation.
Pro-actively determine and obtain relevant information required to support the CEO prior to anymeetings.
Advise meeting delegates on the context of the meetings in advance, as well as the input and
actions required from them at the meeting
Schedule and arrange meetings for the executive, ensuring that he is prepared, required inputs arereceived from all parties involved, and that all relevant documentation is in order.
Collect and open all mail addressed to the CEO treating all information with due confidentiality and respect
Liaise with relevant individuals and external organisations to arrange meetings, prepare agendas, and draft minutes

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.