Administrative Assistant at CHEP

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

Major/Key Accountabilities :

Secretarial

• 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