Admin Assistant I (East London) at Smollan

Description
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

Requirements

• 1-2 year’s secretarial/admin experience, preferably in retail /FMCGEssential / 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