Secretary at Pick n Pay Stores Limited

We are currently looking for a Secretary to work in our Fresh Produce and Horticulture Department based in Longmeadow - Johannesburg. The successful incumbent will be expected to efficiently execute and coordinate all office administration duties, communication and correspondence with key stakeholders, as well as the delivery of any other relevant tasks to provide the necessary support to the Fresh Produce Horticulture team in a professional manner.

Minimum Requirements    

• Matric or equivalent to a Secretarial diploma
• Minimum of 3-5 years as a Secretary
• Excellent typing skills
• Advanced working knowledge of MS Office
• Proven track record in terms of accuracy and consistency in completion of tasks
• Knowledge of SAP is advantageous

Duties & Responsibilities    

• Compile and distribute all the relevant documentation in advance to ensure smooth running of meetings, as well as take minutes in meetings
• Book venues for meetings and ensure all the requirements for the meeting are organised
• Organize all necessary documentation for travel, accommodation arrangements and all related issues (i.e. visas, foreign exchange etc.) for the team
• Attend and process all telephone calls/requests promptly, efficiently and courteously
• Provide appropriate and accurate information to suppliers, customers and colleagues when required on behalf of the team
• Prepare and edit business related presentations, reports and contracts in line with the set standards
• Compile periodical reports/statistics using data from various sources and ensure timeous delivery
• Create and maintain contact database and synchronise across all electronic devises
• Develop and maintain a filing system to facilitate easy access of document at all times
• Maintain adequate office supplies inventory level at all times
• Create and release purchase orders on SAP and submit invoices for payments
• Record and monitoring the department’s leave
• Assist in organising functions/conferences and assist with any departmental projects
• Perform general secretarial duties

Competencies    

• Attention to detail
• Strong communication skills
• Ability to solve unfamiliar problems by generating workable solutions
• Ability to handle and deliver on multiple priorities
• Sense of urgency and excellent planning skills
• A team-player who is prepared to help wherever required
• Professional and service orientated
• Excellent interpersonal skills
• Shows initiative in dealing with tasks
• Strictly maintain confidentiality
• Additional Information    
• The successful candidate must have good organisation and time management skills.