Personal Assistant / Admin Assistant / Financial Assistant / Bookkeeper / Secretary / Administrator / Admin Office Manager

Manage front-line reception area, which included all incoming telephone calls, meeting & greeting visitors

Quotations, Presentations, Tenders

GRV’S, Invoices & Credit Notes on Pastel

Assisted with Sales Department 

Email Statements & Invoices to clients

Sales Orders on Pastel

Renewal of Lease Agreements & following up of payments

Property Management for MCIH - Liverpool Business Park

Companies worked for:

Meat World – Springs

TradeCorp – Rosebank

M Colman Investments / Sand Shifters - Benoni

• Reception
• Update of Attendance Register – daily
• Physical Bi-hourly count of production of all employees – Report done for stock ready to be shipped
• Daily production update calculations
• Calculations for Payroll (Items made per employee) – Worksheet sent weekly
• HR Related Administration (Contracts, payslips etc)
• Receiving Consumables
• Receiving Stationery
• Receiving Material (Nuts, bolts, shafts, pipes etc)
• Receiving Material from press shop and checking of weights
• Update of Delivers – record quantities, weight and items
• Stock Take – Bi-weekly
• Updating of various reports (Consumables, PPE & Raw Materials)
• Issue of PPE, Consumables and raw materials
• Request Invoice for shipments - all weights done per drum or crate & stickers put on invoices
• Update of Invoice Calculation Spreadsheet
• Update of Materials received from Press Shop
•  All Ad hoc – filing, scanning & printing of documents
• Monthly Target Plan
• Daily Job Cards for each employee with target
• Reporting all Maintenance issues (Welding Machines, Fork Lift, Scale etc)
• Reporting stock levels of material
• Delivery Notes
• Preparing Stickers with weight and Label Tags for stock being delivered
• Ensuring that all correct stock corresponds with delivery loaded on truck
• Various Reports
• Minute Taking

• Manage housekeeping for Executive
• Ad hoc duties as required
• Updating Daily Sales Reports
• Quotations, Stock Load Forms
• Ordering of stock from local & international suppliers
• Purchase Orders – Pastel
• Sales Orders – Pastel
• Loading New Stock Items – Pastel
• Pulling various reports - Pastel
• Taking minutes, typing & distributing minutes for Weekly Meetings
• Handled grocery shopping for the office

Duties & Responsibilities

• Diary management – schedule appointments Managing & coordinating all e-mails
• All round secretarial functions
• Reception / Switchboard
• Booking & arranging payments of flights, visa, accommodation & travel arrangements
• Dictaphone typing
• Preparation and distributing Agendas, minutes, attendance registers of all committee meetings
• Updating of death claims & Updating of Retirement claims
• Creating various Quotations & Purchase Orders
• Typing of various Letters, Memo’s, Correspondence & Quotations
• Taking minutes, typing & distributing minutes for Daily / Weekly Meetings
• Petty Cash
• Preparing of notification, agendas & minutes for various meetings
• Various progress report – follow up on jobs at various sites
• Assisting with various packs, presentations & data for the executive team
• Uploading new items on Stock2Stop
• Putting listings on Calasca website
• Sending information of products to online customers (Takealot, Bid or Buy etc)
• Updating load sheets, ensuring correct images are uploaded with descriptions and dimensions
• Ad hoc duties as required
• Quotations, Stock Load Forms
• Handled grocery shopping for the office
• Handled stationery

Companies worked for:

ERWAT      GKV Construction   ABSA      Unilever   Fresenius Medical Care  

Seshego Benefit Consulting      Calasca Trading      Phil's Auto Spares   Pompa Realty

• Organising & maintaining the Managers Diary, including events & making appointments Arrange & schedule all meetings, events & Training, including arranging venue & Lunches
• Travel arrangement, both local & international, including Visa requirements for the Tunney Branch
• Manage all office consumables like stationery, groceries & media subscriptions
• Allocating & Issuing of all Meal Vouches for various meetings & training 
• Ensuring all PPE (Personal Protection Equipment) is issued to Visitors & Executives for Plant inspection
• Manage 3 tea ladies / cleaners to manage office housekeeping & setting up of meeting rooms
• Taking minutes, typing & distributing minutes to the Lead Team for Weekly & Monthly Meetings
• Transcribe dictation and typing of documents using Word, Excel & PowerPoint
• Preparation, printing & bonding all board packs, agendas etc
• Office Admin Support for the Lead Team
• Typing of various Letters, Memo’s, Correspondence & Invitation letters

•  Manage housekeeping, including all filing & data management systems, ensuring timely & accurate document control
• Typing of various Letters, Memo’s, Correspondence & Invitation letters etc
• Full logistical support for the team for travel, flights, hotels & visa processing
• Ad hoc duties as required
• Updating & analysing of daily, weekly & monthly sales figures, GP Reports, Stock Reports etc
• Preparing foreign purchases journal, Goods in Transit Reports and daily Exchange Rate Report
• Responsible for all Company collaterals including business cards
• Preparation of various Presentations for Executives
• Taking minutes, typing & distributing minutes for Monthly Meetings & Executive Meetings
• Arranging & scheduling all meetings, events & Training, including venue & Lunches
• Consolidate all company cell phones, Stannic & management credit card recons
• Handled grocery shopping for the office

• Manage front-line reception area, which included all incoming telephone calls, meeting & greeting visitors
• Personal Assistant to 3 x Executive Managing Directors
• Diary Management – schedule appointments & updating of Itinerary for the team of 12 gentlemen
• Organizing & maintaining the Directors calendar events, including events & making appointments
• Arrange & schedule meeting, which included arranging venue, preparation of agendas & board packs
• All round Office operational functions, screening calls, handled incoming emails, faxes & post
• Manage all office consumables like stationery, groceries & media subscriptions
• Full logistical support for the team for travel, flights, hotels & visa processing
• Handle all internal costing & capturing of all suppliers on Oracle
• Process expense claims relating to travel & other corporate expenses through Oracle
• Transcribe dictation & typing of documents using Word, Excel & PowerPoint
• Undertake research when required of various clients – Due Diligence & background research
• Responsible for all Company Documents & all collateral's including business cards
• Preparation & handling of company resolutions
• Typing of various Letters, Memo’s, Correspondence & Invitation letters
• Arrange & coordinate all local events / functions
• Manage executive filing & data management systems ensuring timely & accurate document control

• Secretary / PA to National Sales Manager & assisting / coordinating 9 Sales Regional Managers, as well as 2 Segmental Departments – namely New Business Development & Government
• Handled National Sales Switchboard & administration
• Managing of Diaries & Appointments
• Full secretarial functions including preparations of refreshments for meetings, typing, printing etc
• Full preparation of agendas, board packs, taking of minutes, typing & distribution of minutes
• Processing of all mail, screening calls & handling of internal & external queries
• Sourcing & ordering of stationery, office equipment including collateral documents
• Assist with the preparation of presentations, Tenders & various reports for the Sales Team
• Updating of Rates
• Bookings of car rental, Point to Point & Chaffier drive for of corporate clients, including upgrades
• Assisted with customer services of corporate clients
• Arranging & co-ordination of venues, catering, preparation, accommodation, travel arrangements etc for                                                                                                                   
• National Sales Meeting, Regional Sales Meetings, presentations, workshops, & training        
• Preparing weekly & monthly reports for Management 
• Managing travel arrangements & accommodation (Passport, Visa, Medical Aid insurance etc)
• Circulate & monitor resolutions for signature
• Obtaining quotes & prepare capex documentation
• Responsible for all archiving documentation for National Sales
• Preparation of all National Sales EFT’s & distributing to Finance Department

• Personal Assistant to Executive Managing Director & National Administration Manager
• Frontline Receptionist & switchboard operator
• General administrative duties (Typing, Filing, Faxing etc.)
• Arranging, co-ordinating & setting up of various meetings & functions
• Handling all Travel Arrangements for the group
• Diary Management
• Buying & Issuing of all stationary, including printed stationary & Monthly Groceries
• Processing of Payroll for Casuals, Contractors and Permanent Staff, which included the following:
• Setting up of Contract Packs, Preparation of Hours & Overtime, Updating Leave & Provisions
• Paying of Living out Allowances, Mileage Claims, & Night Shift Allowances etc.
• Staff Debtors recons (Garnishee Orders, Advances & Peoples Bank – Loans)
• Assisting staff regarding Payroll & Human Resource related queries
• Preparation of EFT Payments, Salary Journals, General Ledger Recons & Management Reporting

• Handling of Diaries, Appointments, Screening Calls & e-mails
• Preparation & handling of all meetings, including agendas, venue, board packs, taking of minutes, typing & distribution of minutes
• Assisting with Management reporting
• Arranging all Travel Arrangements for the (Accommodation & Flights etc.)
• General Administrative Duties (Typing, Filing, Faxing etc.)
• Accpac Batch Processing – Cash Book, Month-end journals & provisions
• Assisting staff regarding Payroll & Human Resource related queries
• Handling of Staff Personnel Files, Staff Debtors recons & typing of new contracts etc
• Preparation & Payment of PAYE, UIF and SDL