Secretary at Sappi

The main responsibilities of this job are:

• Manage, co-ordinate and maintain the diary of the General Manager by ensuring the calendar and diary is updated
• Arrange meetings, seminars & conferences by co-ordinating all aspects such as venue, logistics and catering according to management requirements
• Attend monthly Management meetings, collate the presentation, compile and distribute agenda and minutes according to agreed standards
• Consolidate weekly and monthly reports by receiving individual reports from Management and compile into one report for General Manager for business update purposes
• Administer the General Manager action log system and assist with follow-up and close-out
• Screen and redirect telephone calls where necessary for the General Manager
• Process credit card expense claims timeously as per company policy guidelines and procedure
• Provide typing, photocopying, filing and e-mailing support as required
• by the General Manager and ensure confidentiality of all discussions and documents pertaining to the business of Sappi
• Maintain archive room and liaise with Document Warehouse for archving documents when required
• Order business cards through jetline brand management for Forestry personnel as and when required
• Generate SAP payment requisitions and ensure that purchase requisitions, order numbers and tax invoices are processed using SAP to ensure that Vendors’ are paid in line with company policy and internal procedures
• Add job instructions to generate invoices for security in plantations for timeous payments
• Maintain and arrange payments for any subscription services required regarding magazines, periodicals, legal documents and professional
• Maintain and upkeep of the VCC office by ensuring high standards are met on a day to day basis for hygiene and safety purposes 
• Attend office committee meetings to inform the office committee of issues in the building and ensure that concerns are addressed effectively by keeping a checklist of all issues raised
• Supervise and ensure that the contractor cleaning services provide the required services as per the service level agreement, and ensure that staff complaints are effectively managed.
• Meet with cleaning contract manager monthly to ensure general issues around the office are resolved
• Purchase office sundries such as milk, tea, coffee by ensuring that the company procedure is followed and stock levels are maintained
•  Set up and update Tableau management dash boards
• Update weekly management communications on Safety, Production, Quality, Environment and People issues
• Assist in maintaining notice boards in office
• Arrange all travel requirements for the department on request
• Ensure that the administration and payment of travel arrangements is handled in line with the company travel policy

The ideal candidate should have:

• Post matric Admin or Secretarial related certificate
• Project management qualification/experience will be an advantage
• Strong computer literacy with SAP and data dash board management an advantageous
• Minimum 3 years relevant experience