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  • Posted: Nov 14, 2019
    Deadline: Not specified
  • Founded in Australia in 1945, CHEP is a leading provider of pallet and container pooling services for the Aerospace, Automotive, Chemical, Consumer Goods, Fresh Food and Manufacturing industries. CHEP provides equipment pooling which is the shared use of high quality standard pallets and containers by multiple customers. Pooling is a strateg...
    Read more about this company

    Administrative Assistant

    To provide an efficient and confidential secretarial and administrative service to various Directors and their teams.

    Major/Key Accountabilities :


    • Responsible to act as the first point of contact for Directors

    • Full control of Director diaries and schedules, including reminders

    • Accountable for management of meetings and appointments – from co-ordinating agendas, to capturing minutes, booking rooms and catering arrangements etc

    • Project and event co-ordination, including departmental conferences, functions, team builds and celebrations

    • Compiling and preparing reports, schedules, presentations and correspondence

    • Support on onboarding and introductions of new employees and service providers

    • Collate and communicate employee and signatory leave plans over critical periods

    • Collate and communicate year planner of meetings and critical deliverables

    Travel and Expense Co-ordination

    • Responsible for all aspects of travel bookings, visas, accommodation, transfers and foreign exchange

    • Preparing and co-ordinating visitors’ itineraries including flights, hotels, transfers, meetings, meals and entertainment.

    • Directors’ and own corporate credit card reconciliations, coding and system submissions, with supporting documentation, as well as out of pocket expense claim coding and system submissions, with supporting documentation

    • Manage all departmental Lodge Card / Land & Air reconciliations and submissions, with supporting documentation

    • Act as the departmental Subject Matter Expert for Concur Expense and Travel systems

    Systems and Office Administration

    • Responsible for online applications for vendor master data onboarding and maintenance, and assist with gathering of supporting documentation for the departments supported

    • Accountable for system payment requisitions, services & goods receipting, relative to purchase orders for the departments supported

    • Lead as departmental Subject Matter Expert for Coupa business spend management tool

    • Assist with departmental query resolutions on Procure-to-Pay systems (e.g. Basware), as well as with obtaining quotes and sourcing service providers

    • Assist with completion of supplier credit applications

    • Ordering and control over stationery, office equipment maintenance, coffee and refreshments.

    • Lead on escalating operational matters to Facilities Manager and Facilities Service Provider

    • Support Directors with system or devise issues and upgrades

    Document Retention and Filing

    • Responsible for the management of electronic and manual filing systems, including contract managerment

    • Manage the maintenance of comprehensive registers of documents in on-site archive, as well as control relevant documents and information sent for off-site storage

    • Maintain register and obtain approval for document destruction, in line with company policy

    • Responsible for contents and organisation of on-site document archive storage, ensuring strict access control and recording

    • Key contact for off-site document and information storage service provider, overseeing collections, document retrieval, document destruction and general service levels

    Scope :

    • Number of Directors supported: 3+
    • Number of Managers in team: 15+
    • Number of Employees in team: 140+  

    Challenges :

    • Balancing different priorities and styles / ways of working with various Directors

    • Maintaining confidentially

    • Ability to meet peak period demands and be accessible at appropriate times  

    Qualifications :

    • Matric Essential
    • Secretarial Diploma or related qualification
    • National Diploma in Business Administration or related qualification
    • Valid Driver’s license

    Experience :

    • More than 5 years general administrative support experience

    • 2-3 years’ experience at Executive support level

    Method of Application

    Interested and qualified? Go to CHEP on to apply
  • Send your application

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