Mascor (Toyota): Administrative Specialist at Plennegy Group

Secretarial Duties

• Assists the Dealer Principal with daily tasks by proactively establishing their daily priorities and rendering the necessary support and follow up.
• Types all letters, memos, reports, etc.
• Develops and manages a filing system and files all documents in an orderly manner.
• Collects and checks incoming and distributes outgoing mail.
• Sends e-mails and general Company correspondence.
• Attends to all incoming nonpriority calls, deals with them professionally and promptly and ensures that messages are distributed and tended to as speedily as possible.
• Routes all outgoing calls as requested to the desired third party and follows up, as necessary.
• Arranges air travel and booking of accommodation as and when required, locally and overseas.
• Monitors movements of designated personnel during periods of absence from the office and ensures that he/she/they may be contacted with the minimum delay when required.

 Confidential Communications

• Maintains a high level of responsibility and integrity when dealing with matters of a confidential nature.
• Maintains a watchful eye in the office environment, ensuring that no confidential documents are left unattended.

 Reports and Documentation

• Processes and generates accurate reports and other working documents necessary for effective management.
• Assists with the compilation and recording of statistics for reports.
• Identifies and develops effective management systems which will contribute to improved workload and time management.
• Compiles Monthly Franchise Standards Audits
• Completes Mascor Toyota Matrix reports.
• Conducts audits as per Mascor Matrix requirements

 Functions and Meetings

• Organizes conference, meetings, and other Company functions i.e., Year End Function as required.
• Takes minutes at meetings and distributes them as required.
• Ensure agenda is printed and filed.
• Ensure previous minutes are printed and filed

 Customer Service

• Creates a culture of superior customer service in his/her dealings with internal and external customers.
• Fully co-operates with other departments within the Company in the execution of their duties.
• Deals with customers and employees on various levels.
• Customer follow up calls to ensure customer satisfaction.
• Manage and maintain and report to Dealer principle on CE performance as per Matrix

 Supervision of Staff

• Supervises Office Cleaning Staff ensuring that Mascor Toyota facilities are well maintained and in good order and condition.
• Supervision of Receptionist to ensure prompt and efficient service levels.

 General

• Assists with any other tasks when called upon to do so by the Dealer Principal.
• Always acts responsibly and professionally, fostering goodwill and a positive image of the Company.
• Management of facility maintenance requirements – Includes building, fixtures, Yard, and gardens
• Assist with audits on managers matrix.
• Ensures that all Toyota franchise standards are maintained.
• Management of training schedule for sales team and administrative staff.
• Responsible for the management and ordering of Stationery and office teas and cleaning products

Education:

Matric with Tertiary education with;

• Secretarial qualification secretarial, business
• Management and computer literacy training
• Training: Min: Interpersonal Skills Ideal: Interpersonal
• Computer Literacy Skills, Computer Literacy
• Public Relations

KEY COMPETENCIES

• At least 3 years’ experience in administration
• Effective communication, customer service and relationship-building skills.
• Able to operate under pressure.
• Excellent skills in Microsoft 365: Outlook, Word, Excel
• Organization and time management skills
• Tact, discretion, and diplomacy skills
• Knowledge of the OHS Act