PA / House Manager

• Allocating and processing K account numbers on 4G
• Telephone Techniques
• Customer communication
• Courier collections
• Closing tickets from branches
• Queries
• Administrative procedures & master data forms
• Completion of tickets at month end
• Filling
• Month end procedures
• Internal communication with all branches and staff
• POD control
• Internal Audits / petty cash and reports
• Service quality control
• New accounts loaded monthly and data clean up
• Stationery control and orders
• Opening of new accounts and doing Project Coordinating for new projects from beginning to end
• Phoning branches for outstanding documents
• Stationery control and orders
• SYM IMS Management
• Project Coordinator
• ISO 14001 - ISO19001 Environmental Management
• Waste Management
• Liaise with workforce

Secretarial

• General Secretarial duties: Assisting Operations, Production, Warehouse, Customer Services, and Quality Control with general day to day duties.
• Update Organogram when necessary as well as update/ Change job functions.
• Do presentations on MS PowerPoint as required.
• Personal and salary advance forms for staff are available from you and once completed by the Operations Manager, the application is signed by the MD (Rudy McLean) and forwarded to Finance

Production

• In the begging of a new month the Production Report is done from information received from the Production Manager.

Server Room

• Back-up tapes are changed daily, (every morning) as well as monthly.

IT

Service Provider

• If there is a problem/shortage/requirement/query, contact is made for the responsible people/person to come out and service/quote.

Sample-Africa

• Samples that are to be sent to Africa countries are done through Operations (Management Assistant). Samples are brought to the office with a signed pro-forma invoice as well as labels for the packaging. Ensure that the details are correct and that the required documentation is available. (MSDS.CoFA). Stores to be contacted and requested to collect the same samples and pack for distribution. Once done and returned to your office a Waybill is completed (for requested courier service), the courier is then contacted to collect the parcel from reception.

Overtime Schedules

• At the end of the month I am given a rough draft of the overtime worked by staff.  then break this down into the divisions and enter onto a MS Excel spread sheet and e-mail it through to Finance to be included in the month end salary run.

Internal

• Customer Service, Stores, Warehouse, Production, Quality control, R & D, MD, Sales, Protect IT

External

• Revac , Rollin sons Plumbing, Serra Services, Prestige Shop Fitter, Jan Smuts Electrical, Aquitania, Armor Group, Blind Valet, Breed Carpeting, Blitz Build, Air Business Logistics, Post-Net, TNT, Ekurhuleni Metro Municipality, Ergosaf, ERF, Gemini Fire, HE & SHE Driving school, HIS, Integrated Storage, Civic, Signco, SBS, Workforce Group, CONSOL Plastics, Telkom Faults, Xerox

Stationery

• Twice weekly ( Tuesdays and Thursdays) a stationery requisition form is completed and signed by Departmental Manager and handed to myself.

Site Manager/ PA/ Office Manager

• Looking after 30 lodges and staff, Hotel, Guesthouse, Spa en beauty salon .
• All admin duties and diary management,
• Bookings new accommodations, stock control Admin, ordering of stock, Customer queries Housekeeping
• Cleaning of Lodges, Hotel and Guesthouse
• working with Customers, in charge of Reservations, in charge of Housekeeping and garden services and pools Training of the staff, accommodations food arrangements everything that is to do with management of the lodges, Hotel , Guesthouse sales and marketing, all maintenance duties inside and outside, Cash up, Petty cash, lock up front and back office,
• Arrange wild life tours for guests, site visits, catering and function arrangements, bookings for golf course, animal views and so much more.

• Updating of attendance register on a daily basis Month end stats on Lotus Notes is submitted before deadline 
• Ensuring leave and sick leave forms are submitted to salaries department
• Processing credit card, Petrol cards and Vodacom statements for submission to financial accounts for timeouts payments 
• Updating mileage spreadsheets on a monthly basis for all Cylinder sales department (8 Branches)
• Updating of new contracts on spreadsheets routing the contract to relevant Managers 
• Compiling of customer information pack and Agreements and keeping all on filling system on computer filing system and in filling room
• Booking of all air travel, hotel and car hire
• Printing out of all Manager Reports on backup server 
• Ensuring that Sales Engineers submit their customer visit reports and logs sheets of the customer visit report on spreadsheet for Cylinder sales meetings
• Ensuring that Sales Engineers submit their weekly planner and forward them to Manager then it it gets on filling record for them. Preparing for all the Inland sales meeting on monthly bases
• Placing orders on JD Edwards, once authorized, GRN, submit copies of orders to creditors 
• Entering technical proposal forms on JD Edward system 
• Filing of relevant correspondence in existing customer files and make up files for new clients 
• Handling all mail stationery, orders for the 8 branches that falls under the Kempton Park Branch ordering all the PPE clothing and accessories, attending monthly Health & Safety meeting 
• Compiling of tender pack for new tenders awarded ending documents and parcels via courier services Compiling of distributors information pack 
• Organizing stationery for department and for depots Thabazimbi, Ellisras, Sishen, Palaborwa, Vanderbilt Park, Witbank) 
• Typing of price increase forms keeping notice board up to date Booking of boardroom and conference room, Doing ATP’s and TP’s Health & Safety
• Marketing
• Ensuring all Sales Engineers Country wide forward their customer visit and prospect forms 
• Doing quotations for sales department (JDE)
• Ensure all quotations have been sent to customer in time
• Compiling and updating of sales incentives programmed on marketing Ensuring all prospects gets loaded on ACTI 2000
• Giving support on how to use ACTI 2000Compiling and updating ACTI 2000 manuals country wide 
• Assist with the incentive and distributor incentive program 
• Technical proposals JDE (Oracle) Agreement routing reconciliation in relevant cell phone accounts
• APTS – updating graphs and records in APT files
• Attendance register and filing Cylinder month end report Arcelormittal / PMC month end reports
• Customer packs Gerlyn contractors, Skills, Drive reports invoices on system i.e. stationery 
• Updating notice board Updating expense claims / credit card spreadsheets

• Full PA / Secretary function to Marketing and HR Manager
• Flight bookings, Accommodation, car hire Arrange meetings , book boardrooms
• Typing of minutes, correspondence. Full HR responsibilities, employee salaries
• HR strat sessions arrangements
• Medical aid, pension funds , new employment, retrenchments, resignations
• Full leave administration, help with functions & conferences, transformation in the organization human resources, health & safety, leave administration

• Full Personal Assistant duties in the Sport & Radio Department
• Take full responsibility of the office and duties when the CEO is on business trips
• Typing of letters, memos and reports
• Attend registers and take minutes
• Typing and preparing minutes packs for next meeting
• Coordinating and managing CEO diary
• Booking of flights, car hire and accommodation
• Arranging refreshments for meetings, big functions and conferences
• Filing confidential documentation, screening calls
• Meeting deadlines for monthly reports
• Arranging for big functions

In charge of Dispatch and Receiving of all stock at Warehouse

• Daily reporting requirements from Coaches to review monthly performance standard
• Stock report (filed) 
• Production confirmation report (PCL and Manual register ) filed 
• Vehicle summary report ( filed ) 
• Weekly requirements: 
• Stock on hand reconciliation 
• Monthly reporting requirements: 
• Held ware analysis 
• Stock on hand reconciliation 
• Forklift management
• Maintenance of 400 hour rule 
• Cost management:
• Keep record of all requests from stores in requisition book 
• Keep a record of all overtime per month 
• Keep a list of all casuals for month 
• All permanent staff overtime signed off 
• Casuals contracts completed and signed 
• Keep record of any additional charges per month e.g. extra flit 
• Reduce telephone usage to business calls only 
• Ensure that unexplained stock adjustment are below 10 pallets 
• Ensure that monthly invoices are received by the 
• Ensure that all overtime is pre-authorized by the financial manager 

Safety and Housekeeping:

• Ensure that warehouse and office is kept clean and audited weekly 
• Ensure that bathroom, kitchen, change rooms and office are neat all times 
• Ensure that all working procedures are followed at all times 
• General:
• Implement and action any ad hoc request by Consol as requested
• Actively search for new ways to improve the warehouse performance 
• Keep relevant stock count file and al that pertaining to each stock count 
• Keep perpetual counts per product 
• Arrange and plan stock count every 4 weeks 
• Keep files on each staff member updating with review and other paperwork 
• Coach MDWT 
• PCL 
• Scheduling of loads 
• Capturing and ensuring production orders on list 
• Overall operation of systems 
• Graphs:
• Schedule of telephone calls made 
• Truck standing time b4 loading 
• Total dispatches per month 
• Absenteeism per month 
• Pallets damaged by staff per month 
• Packaging:
• Pallets and divide boards returns report 
• Pallet and divide boards transfer report 
• Pallet and divider board stock reconciliation report

Provide and assist Regional Finance Manager and National Credit Manager with Secretarial PA and Administration functions, In charge of POD & Waybill department

• Provide and assist Regional Finance Manager and National Credit Manager with Secretarial and Administration functions 
• Providing secretarial work and admin to Regional Credit Manager and National Credit Control Manager 
• Credit applications, Diverts and daily POD’s, Request for copy register 
• Provide secretarial and admin work to Regional Finance Manager and National Credit Manager 
• Typing of letters, memos and reports and related correspondence for Regional Financial Manager and National Credit Manager
• Attend and take minutes in department meetings and meetings with clients and distribute to relevant people, Coordinating and managing Manager’s diary 
• Responsible for updating of master file on Legacy (Telnet) update on new address, company name, telephone and new fax numbers
• Filing of all credit, debit notes and sundry invoices for Regional Credit Manager 
• Do flight, car hire and hotel arrangements for the Managers by completing an order form and take it to Finance Manager for approval 
• Opening of credit applications for Sales people and branches (XPS and PX) 
• Do quality checks to see if the required information (e.g. company name, company registration number and owner’s ID Number) was completed properly after having it signed by the Sales Executive or relevant Manager 
• Phone at least 3 Trade references and ITC and credit information report on company to see if the company has any defaults or judgments against their
• Take ITC, credit information and references report to Regional Credit Manager for the approval of the credit application if it’s R 20 000 or less take it to Financial Director for signing
• After it’s approved open it on Legacy system Telnet and type a letter to the client to inform him of the outcome of the application with the account number
• Print it on the letterhead and send it to the relevant client by post, Make two copies of the letter, one to credit controller, representative and one for filing and send the original to the client
• Diverts and daily reports to Credit Controller at Fast Forwards, After receiving documents from the print shop, compile the document and get it marked off on the system according to containers, parcels and Africa
• Do adjustments which needs to be given to relevant controllers daily, Do diverts on weekly basis by sorting documents according to containers, parcels and Africa and hand them to relevant credit controller
• Help with the books of credit controller when they are on leave or absent to phone on the books for outstanding monies 60/90 and 120 days, cheque and bank statements
• POD, Waybills - after credit controller fills in necessary information on a RFT form, capture and keep a copy of everything, Record in on register and give it a number Give POD Manager a list of outstanding POD’s & Waybills for investigating the problem and give feedback After receiving feedback from POD Manager: Billing compiles a report for credit manager Gauteng for query registry, planning daily, Credit application to be opened with 24 hours

• Accounting on quick books
• Invoicing-purchase orders
• Cashbooks
• Bank reconciliation
• Implementing barcode system
• Allocating barcodes to the Jeweler
• Printing barcodes, doing sales on jewelers, stock taking and capturing it on the computer, 
• Data capturing