Secretary Ops Management at Columbus Stainless

Description

Administration of Business Unit Requirements:

• Prepare daily reports for the morning meetings, retrieve data from supervisory and emails and make copies.
• Prepare month end, quarterly reports for the manager compile presentation retrieve data from supervisory and emails.
• Draw monthly scorecard, data is gathered from supervisory system, emails and compile report.
• Check manager’s emails and prioritise and attend to urgent emails ensure manager is in time for booked meetings.
• Compile necessary documentation for various meetings for the manager.
• Drafting and typing of correspondence related to the General Manager.
• Manage diaries of General Manager.
• Schedule and coordinate appointments and meetings.
• Coordinate internal and external conferences.
• Handle additional administration relative to department and function.

 Delivery/Improvement:

• Load job cards for faulty equipment.
• Maintain and order stationery from stores or suppliers.
• Generate return to stores document for items to go back to main store.
• Ensure PPE is clean.
• Carry out cash/ cheque requisitions procedure.
• Book entry access for visitors with the reception, accommodation and transport if required and order meals.
• Create and maintain filing (e filing and manual) and archiving.
• Update, circulate and coordinate department birthdays.
• Update telephone list.
• Organise and coordinate department functions and events.
• Keep records of portable electrical equipment in boardrooms and offices.
• Liaise with cleaning contractor and maintenance.
• Coordinate and book boardrooms for meetings.
• Organise coffees and eats for relevant meetings.
• Responsible for the flow of information internally/externally.
• Receive and screen calls and massages accurately.

 Morale:

• Promote and demonstrate Columbus Stainless values.
• Lead by example and interact respectfully with all disciplines in the Columbus environment.

Requirements

 Qualification

•  Grade 12 with Maths & Science.
• Secretarial or any administration qualification will be advantageous.

Minimum Experience

• 5 Years’ senior level secretarial/administrative experience in a similar environment.

Knowledge / Special training

• Excellent MS Office software and Google Suite proficiency.
• Supervisory, NCR, PeopleSoft, Intranet, Jaggaer, JDE.
• Product knowledge, plant processes, customer/supplier relations.
• Invoices and order processes