ADMIN ASSISTANT I

Key Responsibilities and Deliverables:

Budget Management

• Collate expense claims and personal business slips for everyone with a company credit card and

• submit to Finance for payment

• Use discretion in finding ways to save costs

• Process payments for vendors via SSA FM

Co-Ordination of Trade Visits

• Schedule call cycles and trade visits, and ensure there are no conflicting appointments

• Organise travel arrangements and accommodation for out-of-town travel

Diary Management and General Administration

• Use discretion to resolve issues or escalate/channel when necessary

• Monitor / follow-up to ensure effective problem resolution

• Handle issues and complaints in a diplomatic, tactful and interpersonally sensitive manner

• Direct queries/requests to appropriate parties

• Liaise closely with internal and external clients to manage all scheduling of day-to-day

• appointments and tasks

• Anticipate priorities and schedule accordingly

• Plan agendas and ensure they are effectively distributed Plan ahead in scheduling recurring

• events

• Take effective minutes and ensure 100% confidentiality

• Screen calls and emails as required and either channel to appropriate stakeholders or personally

• action

• Co-ordinate events/functions within budget

Office Administration

• Book boardrooms as required and ensure required tools are available

• Via correct reporting lines, ensure stationery and other housekeeping issues are efficiently

• resolved

• Update asset register (e.g., company cars, cell phones, etc.)

• Update client database, call cycles and internal staff information using relevant systems

• Draw / collate reports as required

• Ensure files and all information are updated and easily accessible

• Ensure strict confidentiality of relevant information

• Keep track of birthdays, occasions and events and respond appropriately

• Perform general office administration as required in role (e.g., updating photos on share drive,

• uploading ID cards, performing ECR reference checks, etc.)

• Assist with HR-related tasks as requested by line manager

Sales Tracking

• Draw sales reports from relevant database as per

• Collate information into one report and send to relevant stakeholders

1-2 year’s secretarial/admin experience, preferably in retail /FMCG||Essential / Minimum|0-5 years|
Grade 12/NQF level 4
Communication skills (verbal & written)
Sales objective achievement skills
Financial management skills
Planning and organizing skills
Time management
Attention to detail
Computer literacy - MS office suite