ENTRY REQUIREMENTS
Administrative qualification with a minimum of 3 years experience in a sales administrator position.
JOB PURPOSE
Personal Assistance, general secretarial and administrative assistance to the general manager and team.
ATTRIBUTES
• Ability to work under pressure
• Adaptability
• Assertive
• Attention to detail
• Continuous improvement
• Dedicated to service excellence
• Ability to implement plans
• Proactive
• Personal Presentation
• Team Player
SKILLS
• Sales and general administration skills
• Advanced computer skills
• Minute taking and/or reporting skills
• Communication skills
• Customer-service orientation
• Problem solving skills
• Presentation skills
COMPETENCIES
• Analytical thinking
• Conceptual thinking
• Information Seeking
• Initiative
• Customer Orientation
• Self Confidence
KEY PERFORMANCE AREAS
• Personal Assistance to the General Manager
• Administrative assistance for the rest of team i.e. general secretarial, HR, and procurement services
ROLES & RESPONSIBILITIES
GENERAL SECRETARIAL & ADMINISTRATIVE
• Diary management, meetings & boardroom co-ordination
• Minute taking & distribution
• Travel Arrangements through travel agents: Air tickets, car rental, accommodation, VISA applications & travel itineraries
• Arranging staff welfare (Company VITO, functions, corporate clothing) etc
• Coordinate catering for meetings & functions
• Courier arrangement
• Housekeeping, ordering & purchasing of groceries and stationery etc.
• Log calls for maintenance of equipment, phone installations, IT Helpdesk
• Liaison with Head office, staff and insurance company for insurance claims when necessary
• Filing, screening of phone calls and takings of messages
• Comply with operational and legal requirements with regard to Health and Safety.
FINANCIAL
• Co-ordination of Requisitions, Orders & Tax invoices for payment and cost allocation control
• Assist with obtaining quotes, CAPEX applications & motivations.
• Binding & distribution of monthly financials & quarterly board reports
• Manage supplier database
HUMAN RESOURCES
• Co-ordinate leave schedules for team, completion of leave forms & submission thereof
• Completion & submission of expense claims
• Ensure monthly travel claim forms are completed, authorized and submitted for payment.
• Assist with New Employees Take-on, pre-employment medicals &
induction, tools of trade (laptops/ cell phone/ IT setups) office keys
etc.
• Confidential staff filing for GM’s
• Medicals: Co-ordination for team
• Assist with staff relocation when necessary
• Courses & Conference co-ordination & reservations
• General staff queries i.e. medical aid, car claims, retirement
COMMERCIAL
• Daily sales reporting
• Compile monthly sales data reports
• Administration of price schedules
• Quote administration and filing
• Weekly quote activity reports
• Management of pipeline reports
• Consolidation of monthly sales reports
• Filing of all client communications
• Administration of client contract files
• Price increase administration
• Administration of Sales Department folder
• Invoice query resolution
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