Secretary

Mail

• Open all incoming mail for Managing Director re-direct where possible; 
• Sort mail into order of importance; 
• Where possible, draft replies (confirm with MD); 
• Acknowledge mail in Director’s absence;

Appointments

• Serve refreshments to visitors and clean up after a lunch/function
• Prepare relevant paperwork/slides prior to meetings/appointments
• Set up appointments as and when needed
• Arrange parking when necessary
• Photo-copying
• Provide general assistance during meeting. 
• Filing 
• Maintain central filing system
• Maintain list of all files in your control
• Keep users informed of any changes made to central filing system
• Extract out-dated files and store in archives
• Recover documents on request 
• Ensure that filing system is user friendly and up to date at all times
• Ensure users sign for any files taken and that they are returned as soon as possible
• Maintain Distributors, Sub-Lease, Lease agreements
• Maintain Bulk agreements 
• Maintain National agreements

Meetings

• Assist with production for visual aids and materials for meetings
• Arrange tea and lunches for meetings
• Arrange delegates travel and accommodation requirements
• Book video conference, board and discussions rooms when requested

Travel Arrangements

• Co-ordinate travel and accommodation arrangements 
• Assemble paperwork relevant to trip when needed
• Arrange transport for conference delegates where necessary 
• Ensure travel requisitions are signed and tickets are readily available 
• Ensure travel agent receives any changes to a travellers profile

Finance Admin Clerk
07/2015 to 11/03/2016
Daily Admin Capturing

• Request quotes and prepare requisitions to be purchased, Capture requisitions on sap daily and forward document for authorization.
• Request purchase orders for approved requisitions.
• Capture workforce requisitions for all departments on site.
• Capture workforce Goods Receipt for all departments on site.
• Process staff orders and promotional liquor and control receipt of stock.
• Capture cider receiving’s on brand crafters for Cellars Department and Sometimes I help full in the monthly stock take sheet.
• Capture all internal post to Wadeville on brand crafters for Finance Department
• Capture all scrap sales recons on brand crafters for Finance Department
• Capturing all Quantum and Work Force Time sheets for Finance Department
• Order Promotional Liquor And Staff Orders
• Create Purchase Requisition for Non-stock and Service Items
• Create Purchase Requisition for Stock Material
• Create Purchase Requisition with Reference to an Existing Requisition
• Goods Receipt for Purchase Order Overview
• Process Invoice for Sundry Sales 
• Process Invoice for Sundry Sales > Post Customer Invoice 
• Authorized issue of petty cash
• Receive sundry banking and issue receipts
• Ensure that all sundry sales of scrap material to scrap dealers is properly accounted for on the SAP System
• Liaise with buyers to resolve pricing queries and invoices without purchase orders.
• Communicate all relevant ordering information to staff.
• Order refreshments and washing powder.
• Prepare minutes of MDT Meetings
• Month end helping warehouse dry goods and full goods with stock take.

The overview of my role consists:
Mail
Appointments
Filing
Meetings
Travel Arrangements
Entertainment
Telephones
Time Management
Promotional Items and Signage

As a Receptionist

• Attend to the switchboard and screen and manage all calls.
• Ensure that messages are clearly noted and distributed to the intended recipient.
• Ensure that the telephone list is always updated and correct.
• Ensure that the reception area is neat and projects a professional image of the company.
• Assist the Financial team with the compilation of reports.
• Assist the Financial team with accurate and timeous data capturing.
• Monitor and report on relevant cost elements assigned by the financial department.
• Ensure correct and timeous filing and recordkeeping of all documentation for easy access.
• Assist in the coordination of functions and events when required.
• Actively participate in all workplace improvement activities.
• Maintain admin housekeeping standards.

As a Secretary

• Maintain the Executive’s diary and scheduling appointments
• Screening and directing incoming calls to the relevant person or department
• Co-coordinating meetings, conferences, seminars and workshops
• Providing secretarial support at various meetings and recording minutes
• Preparing PowerPoint presentations and Excel reports
• Co-coordinating travel for national and international travel
• Liaising with clients, suppliers and service providers
• Maintaining the office
• Performing other duties as assigned or as necessity dictates
• Interview and board room management
• Candidate management
• Assisting with and ensuring the smooth running of the office post (ordering office refreshments, stationary etc.
• Preparation of presentations / documents with attention to detail
• Booking of venues for meetings and/or discussions, internally and externally
• Responsible for administration of lists for Corporate events
• Some exposure working on a project basis

• Support to the vehicle department.
• Complete vehicle Invoicing
• Create Invoice from information provided from the deal file.
• Invoice vehicles according to required procedures 
• Ensure that the deal folder has all relevant documentation-check for completeness of documentation before final submission.
• Ensure all deal files are updated in line with dealership requirements.
• Weekly Reports
• vehicles and name changes
• Capture and process supplier invoices and other documentation as required.
• Handling finance with banks, insurance, warranties, top ups admin
• invoicing all job cards 
• Assisting with account queries
• Data capturing by recoding every transaction on the PC and check correctness on transaction.
• Type and file correspondence record-keeping.
• Operate with dealership
• To ensure that the FNI sends correct documents within legal parameters such as Credit Agreements Act
• Work in progress control 
• Switch Board

General office administration

• Support and assist with all administrative duties required by the tow offices.
• Perform support duties as and when required.
• Daily capturing of invoices plus balancing it
• Ensuring adherence to financial policies.
• To have a strong admin and office management skills
• To adhere to all policies and procedures.
• To keep abreast of developments in are of functionality/expertise
• To perform all operational functions. Maintenance of internal operations processes (i.e. stationery, office mandates, asset registers, key policies/registers, trade accounts, duplicate keys, etc.
• Maintenance of the business Continuity Plan and HR EOS Plan.
• To keep abreast of all Compliance training
• Fully computer literate with Clerical and Administrative skills
• Fully bilingual (English & Afrikaans)
• Willing to work shifts
• Filling
• Budgeting skills 
• Generating various reports 
• Scanning with day to day queries 
• Administration of stats 
• Confirmation and data-capture audits
• Ensure the telephone system is up and running.
• Ensure all speed dials and telephone extensions are correct.
• Assist all callers by routing calls.
• Receive / distribute incoming & outgoing mail 
• Switch your TV on in the mornings and off in the evenings.
• Ensure that the tea ladies wear their uniform according to the policy. 
• Ensure that the tea ladies receive the meeting room booking roster for refreshment preparations. 
• Maintaining the leave roster for the tea ladies. 
• Contact the Office Manager when the temp tea lady is required.
• Ensure that all equipment and refreshments are organized as required.
• Assist with booking meeting rooms in other buildings.