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Founded in Australia in 1945, CHEP is a leading provider of pallet and container pooling services for the Aerospace, Automotive, Chemical, Consumer Goods, Fresh Food and Manufacturing industries. CHEP provides equipment pooling which is the shared use of high quality standard pallets and containers by multiple customers. Pooling is a strateg...
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
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
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
Scope :
Challenges :
Balancing different priorities and styles / ways of working with various Directors
Maintaining confidentially
Qualifications :
Experience :
More than 5 years general administrative support experience
2-3 years’ experience at Executive support level
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