Available Jobs - Administration / Secretarial(16)
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Available Jobs Administration / Secretarial
The role will take responsibility for managing borders, ensuring they are well looked after and also look after the Hostel as well.
The role will take responsibility for liaising with clients and ensuring they receive a high level of customer service and ensuring all administration for this section is done.
Must be fully computer literate.
Duties to include:
Dealing with customer enquiries face to face and via the telephone
Assisting the Director with any other duties
Excellent communicator Ability to work as a team
Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries. Directs visitors by maintaining employee and department directories; giving instructions. Maintains security by following procedures; monitoring logbook; issuing of office equipment
Answering phones and greeting customers entering the premises
General admin duties
Ensuring customer pays before leaving with their car
Dealing with insurance company claims
Checking on in house progress reports
Calling clients with progress
Confirming clients received quotations sent
Working closely with the workshop manager
Updating the workshop white board daily
Assisting the sales manager
Initiative and problem-solving abilities
Some of the responsibilities will include:
Customer interaction and sourcing
Excellent communication skills – written and verbal
Ability to prioritize projects and strong problem solving skills
Good research skills and attention to detail
Pleasant and cheerful character, team player, self-starter who is able to adjust to new environment quickly
Support the Administration Manager
Support the Finance & Administration Director
Day to day running of senior staff canteen 30-40 staff depending on season
Vehicle maintenance records
Fuel coupon and cards administration
Stationery ordering and issues
HR personnel/admin files
Medical aid administration
Other payroll related administration matters dealing with NSSA, WCIF etc
Day to day running of the office staff – cleaning, reception, meeting rooms etc
Some bookkeeping & spreadsheet work will be needed for reconciliations and financial records
Assist the accounts department with certain tasks or help filling when staff are away.
Some assistance on IT matters for ordering consumables, follow up with suppliers etc
Accommodation, transfer, car hire, dinners etc bookings for senior company staff, customers & group visitors.
Hospitality arrangements at the offices and guest house for customer visits/functions
Bookkeeping experience a big advantage
Confidentiality essential due to HR duties and customer visits
Strong computer skills especially with Excel schedules.
The role will cover all standard Receptionist duties from answering calls, meeting and greeting clients, and general administration work
It will also be managing the GM's diary and general Executive Assistant duties
Attention to detail
Filing received documents
Receiving and recording cash transactions
Assisting with day to day operations
Records management, both physical and electronic files.
Ensures that all files are sequentially filed
Maintains a record of incoming and outgoing files.
Handles records management related enquiries and queries
Must have a thorough understanding of the best practice in records management.
Responsibilities and Duties Include but are not subject to:
Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; establishing policies, procedures, and work schedules.
Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
Provides historical reference by developing and utilizing filing and retrieval systems.
Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
Maintains professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
Contributes to team effort by accomplishing related results as needed.
Promoting Process Improvement
The job will entail:
Typing correspondences and Filing
Coordinating office activities and operations to secure efficiency and compliance to company policies
Manage diaries/ agendas/travel arrangements/appointments for management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Perform budgeting and bookkeeping procedures
Liaising with Head office & Sales team on Tender processes, Quotations and Invoicing
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations/proposals as assigned
Assist colleagues whenever necessary
Execute Marketing and Research Projects such as gathering information by phone, letter, email or in person
Photocopying and scanning documents
Good communication skills
Proficient in managing multiple tasks simultaneously with the utmost professionalism
Able to work on own initiative or with others on tasks with minimum supervision
Administrative Intern to perform the following duties:
• Assisting with Marketing activities as assigned
• Communicating with clients on the company’s social media accounts, email, whatsapp, phone
• Preparing quotations, invoicing, receipting, following up on balances
• Logging workshop staff attendance
• Posting expenses
Eager to learn and open to learning
Someone looking for a progressive position and company
Must be 30 YEARS OR BELOW
Responsibilities and Duties Include but are not subject to:
Drafting internal memorandum and other external letters
Screening and processing of incoming and outgoing correspondence
Scheduling both interdepartmental and intercompany meetings
Welcoming visitors as the first point of contact
Maintaining a proper filing system.
Organise and manage company events including the raising and accountability of petty cash imprest
Sorting and distributing incoming post mail/courier services as well as organising outgoing post mail/courier services
Maintain an efficient office filing system
Manage the E-Calendar system
Assisting with HR related tasks
Schedule appointments for senior personnel and support other staff
Offer logistical support during Meetings, training/workshop including venue/accommodation bookings for staff, visitors and director
Supervise cleaning of offices and tea/coffee to staff and company visitors
Overseeing the appropriate use of photocopiers, printers, scanners, shredding machines, water dispensers, television set etc.
Perform all general office duties (ordering supplies, cleaning materials and timely payment and collection of utility bills
Ensuring timely submissions of regulatory returns
An enthusiastic and confident nature
Honest and trustworthy
Self – motivated
Team player - the ability to prioritize and be flexible
Planning and organizing Skills.
The role will require someone to manage legal and business related work, be highly organised and efficient, who can understand and embrace an excellent delivery of service to both the director and clients.
Perfectionist for detail
Efficient and able to multi task
Happy to work longer hours and some weekends
Over 35 years old
Requires strong communication skills and some accounting knowledge
Scheduling all dispatching and management of dispatch
Oversee all office administration
Maintaining office policies and procedures
Undertake administrative tasks
Managing key accounts
Able to Multitask
Experience in managing key accounts
Be exceptional at what you do
Be super organized and proactive with solutions
Anticipate the Executive needs
Create a trusting relationship with the exec
Handle hectic and complex calendars
Manage complex national and international travel arrangements and co-ordination of appointments
Maintain a high degree of confidentiality with excellent judgement and discretion
Develop and maintain administrative processes
Move fast and make things happen
Manage social media profiles
Ability to multi-task in a fast paced environment
Thinking on your feet
Ability to pinpoint problems and find creative solutions
Strong business acumen
Excellent writing, interpersonal and communication skills
Management of office equipment
Maintaining a clean and enjoyable working environment
Handling external or internal communication or management systems
Managing clerical or other administrative staff and filling
Organizing, arranging and coordinating meetings
Dealing with queries