Available Jobs - Administration / Secretarial(8)
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Available Jobs Administration / Secretarial
Greet and welcome guests as soon as they arrive at the offices
Update calendars and manage agendas, travel arrangement, appointments, includes scheduling of internal and external meeting
Provide basic and accurate information in-person and via phone/email
Perform clerical duties, including filing, answering phone calls, photocopying, responding to emails and preparing documents as required
Ordering of office supplies and keeping inventory of stock
Possibly handling event coordination, both internally and externally
Proficiency in Microsoft Office Suite
Hands on experience with office equipment e.g. printers
Professional attitude and appearance
Excellent written and verbal communication skills
Excellent organisational skills
Attention to detail
Multitasking and time-management skills, with the ability to prioritise tasks
Customer service skills
Duties and Responsibilities include but are not subject to:
managing diaries and organising meetings and appointments, often controlling access to the manager/executive bookings 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
miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit, eg completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research
Flexibility and adaptability
Good oral and written communication skills
Organisational skills and the ability to multitask
The ability to be proactive and take the initiative
Tact and diplomacy
A knowledge of standard software packages and the ability to learn company-specific software if required
Monitoring of all staff contracts and their renewal (permanent, contract and casual).
Oversee all disciplinary issues and be the presiding officer/designated agent on all and in so doing ensure full compliance with current legislation (labour Cat and NEC Regulations for the Industry Sector).
Approval of all staff leave and to ensure leave records are correctly maintained at all times.
Approval of all staff debtors, staff advances and staff purchases.
The performance of staff reviews and performance appraisals for all managerial employees and the review of other such appraisals for all other staff members conducted by the respective line manager.
Continuously review the need for any on the job training and through the respective line managers seek approval from the Managing Director, initiate and co-ordinate.
Continuous review of all contracts as to completion and progress payments – in liaison, where necessary with Managing Director.
Review, where necessary of all contractual terms and in particular pricing reviews should these be necessary.
To review all designer quotations in liaison with Managing Director and/or Operations Manager and ensure work progresses in line with this.
To ensure the timeous closure and invoicing to all contract customers in conjunction with the Operations Manager.
Continuous review of all Gross Profit Percentages earned per invoiced line item the initiating of any corrective or other action that may be necessary.
To initiate and seeking approval for any and all price escalations that may be necessary as and when this arises.
Review of all labour and vehicle recovery rates and the initiating of any corrective or other action that may be necessary. Full review of monthly Management accounts prior to submission to Managing Director.
Ensuring through liaison with the Credit Controller, that the correct procedures are applied when debts are handed over for collection and that the documents are presented in a professional and consistent manner
Continual review of all minimum and maximum stock levels, giving due credence to the seasonality of some requirements and approving any alteration thereof.
People management skills
Attention to detail
Knowledge of Pastel
To oversee all office functions and in house sales
Administration, bookings, invoicing, filing, answering telephone, customer inquiries
Basic invoicing, spreadsheets etc
Proactive, committed and organised
Good admin/secretarial/office skills
The successful applicant will be reporting to the Human Resources Manager
Developing, reviewing, and improving administrative systems, policies, and procedures.
Improving and sustaining the overall appearance and condition of the company’s facilities (indoors and outdoors)
Supervising administration contractors and service providers
Ensure that company vehicles have current licenses, registration and insurance documentation in liaison with Workshops.
Ensure that facilities (clinic, canteens) adhere to corporate as well as health and environmental standards.
Overseeing renovations, buildings and maintenance of projects in line with the company’s strategy.
Ensuring payments are done timeously for equipment, machinery and tools specific to the company’s business e.g. telephones, PABX, photocopiers and also their servicing and repair in liaison with ICT.
Ensure that there are valid lease agreements and contracts in place for portfolios under his/her administration including review of the same in line with company policy.
Ensure that requisitions and orders are created on time.
Responsible for the insurance portfolio including liaison with relevant service providers.
A Degree in Administration or related qualification
An Accounting qualification will be an added advantage
Computer literacy and knowledge of SAP is an added advantage
At least 3 years’ administration experience.
Ability to work with minimum supervision and under pressure
A team player with good communication skills
Managing the Director’s diary
Run the office with very minimal supervision
An understanding of a variety of administration functions including being familiar with major software packages
Juggling many tasks at once and keeping everyone organised and on task.
Must be able to multi-task
Must be hard working and computer literate
Duties to include:
Assisting in the company's financial administrative tasks, debt control and statistical representation.
Dealing with customers and suppliers
Accurate record keeping and administration (liaising with Mine administrator and mine supervisor) including but not limited to
- weekly fuel receipts, machinery disbursement’s and hours worked
- monthly inventory and ordering of parts and accessories.
- mine employee records filing, time sheets, and payroll submissions to accountants
- weekly reconciliation of Ecocash and petty cash disbursement’s
- ensuring that EMA (environmental Management agency) reports are submitted quarterly.
- setting up of efficient control systems regarding office and mine operations
- monitoring and ensuring compliance with statutory bodies as well as coordinating with these bodies on health and safety procedures, NEC, NSSA etc
- computer literate is a must - Excel vital.
- Accountant software knowledge is not essential as will be trained.
- must have a drivers license