Latest Jobs at Ann Swann Personnel Services

Job Mission:

The HR Manager is responsible for leading the organisation's personnel administration and management, overseeing all functional areas of personnel/labour relations, including benefits and personnel research. This role serves as a key point of contact for various stakeholders, including the Head of Department (HOD) Teams, Service Providers, MIBCO Bargaining Council, and the employees.

Functional Outputs / Activities:

Hiring:

• Provide orientation on company policies and programs.
• Compile induction packages and distribute them to new employees.
• Advertise open positions and screen applicants.
• Collaborate with managers and supervisors to draft job descriptions.
• Draft Individual Development Plans (IDPs) and ensure they are kept updated.
• Assist with performance appraisals and maintain records for each employee.

Employee Counselling:

• Address all HR-related inquiries.
• Assist the IR Officer with disciplinary actions.
• Investigate company benefits and maintain records of all benefit schemes and contributions.

Payroll Management:

• Assist with payroll queries.
• Liaise with labour consultants regarding legal requirements.
• Maintain training logs and oversee training activities.
• Manage skills development programs.
• Maintain office information boards.
• Ensure the confidentiality of HR and employee information.
• Keep personnel files current.
• Create and implement HR policies.
• Handle Merseta administration.

Administration:

• Provide support during HOD meetings.
• Oversee three employees: Payroll Administrator, IR Officer, HR Admin.

Qualifications & Requirements:

• Bachelor's degree in Human Resources, Business Administration, or related field.
• Proven experience as an HR Manager or similar role.
• Knowledge of South African labour laws and regulations.
• Excellent communication and interpersonal skills.
• Strong organisational and leadership abilities.
• Proficiency in HRIS and/or MS Office Suite

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Responsibilities:

Expense Management:

• Ensure all expenses are accurately recorded and authorised promptly.
• Maintain a system for tracking and managing expense reports.

Creditors Packs:

• Complete creditors packs in full, ensuring alignment with supplier statements.
• Verify and reconcile invoices to maintain accuracy in financial records.

Authorisation and Timely Processing:

• Complete and authorise packs within established timeframes to meet payment deadlines.
• Ensure suppliers are paid within terms, including Discount Suppliers (last working day of the month) and Non-Discount Suppliers (first Friday of the new month).

Payment Processing:

• Coordinate with relevant departments to facilitate timely payment processing.
• Implement a system to monitor and adhere to payment terms.

Document Management:

• Establish and maintain an organised system for easy access to documents.
• Ensure that all relevant documents can be retrieved efficiently when needed.

Qualifications & Experience:

• Proven experience as an Accounts Payable Clerk, Office Administrator, Office Assistant or other relevant role
• Matric/Grade 12
• Financial Qualifications will be an advantage
• Good computer literacy in Microsoft Office (Word, Excel, Outlook, Internet Browser),
• Sage/Pastel or other Accounting Package will be advantageous
• STRUMIS experience will be beneficial
• Previous experience in an administrative role, preferably with a focus on accounts payable.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Proficiency in relevant software applications, including spreadsheet programs.
• Excellent organisational and time management skills.

Key Outcomes:

• All expenses are authorised promptly and accurately.
• Creditors packs are completed in full and aligned with supplier statements.
• Packs are completed and authorised within designated timeframes to meet payment deadlines.
• Suppliers are paid within specified terms, distinguishing between Discount and Non-Discount Suppliers.
• Establish a streamlined document management system for easy accessibility.

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Duties and Responsibilities

• Assist in day-to-day financial operations, including accounts payable/receivable, invoicing, and reconciliations.
• Support the preparation and analysis of financial reports, budgets, and forecasts.
• Assist in the optimisation of financial processes and systems.
• Inputting financial transactions into the accounting software.
• Assist with internal and external audit processes.
• Assist with the preparation of documentation and schedules for auditors.
• Ensure compliance with financial regulations and policies.
• Participate in ad-hoc projects and tasks as assigned by the finance team.

Requirements 

• Matric
• Currently pursuing or completed a bachelor's degree in Accounting, Finance, or a related field.
• Computer literate with Proficiency in Microsoft Excel and other financial software will be beneficial. 
• Strong analytical and quantitative skills.
• Excellent written and verbal communication skills.
• Detail-oriented with a high level of accuracy.
• Ability to work collaboratively in a team-oriented environment.
• Eagerness to learn and take on new challenges.

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Objective of the role:

Carry out the administrative role from sending out quotations accurately and efficiently to invoicing and completing the sales cycle.  Communicate with clients and colleagues to ensure top client service levels are achieved.  Build relationships with clients over the phone and via email.

Knowledge and Skills:

• Matric (Minimum)
• Speak, Read & Write English
• Computer Literacy (MS Word, Excel, PowerPoint & Outlook)
• Organization/Planning – Plans, organises & schedules in an efficient, organized manner.
• Focuses on key priorities
• Communications – Oral – Communicates well one on one.
• Fluent and good command of language. Keeps people informed.
• Communications – Written – Writes clear and precise documents and emails using appropriate vocabulary, grammar, and spelling.

Responsibilities:

• Processing of quotations
• Processing of sales orders
• Following up on outstanding quotations & orders
• Assisting with customer queries
• Assisting customers with the relevant product information
• Admin
• Telesales & follow-up on existing and new customers 
• Stock Takes 
• Assisting with planning deliveries & collections
• Assist with any general day-to-day tasks required by the company within reason

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Duties and Responsibilities 

• Assist the internal sales team in generating leads, prospecting potential clients, and identifying sales opportunities.
• Building relationships with new and existing customers.
• Calling prospective customers for selling products and services.
• Conducting daily telesales and cold calling.
• Assist in constantly achieving sales targets.
• Provide exceptional customer service by responding to inquiries, providing product information, and addressing customer concerns.
• Maintain accurate and up-to-date records of sales activities, customer interactions, and pipeline development.
• Assist with completing enquiry sheets and customer contracts as and when needed.
• Liaising with the logistics department on machine/equipment availability and servicing checks.
• Contacting customers to check all details are correct and confirming orders.
• Consistently use Product Knowledge skills and Learn about the features and benefits of the products to effectively communicate their value to potential clients.
• Complete a file cover with contract details with the machine/equipment supplied and on the hire date.
• Filling documentation in the correct order.
• Attending daily/weekly meetings is essential.
• Maintaining debtors and Cash accounts.
• Maintaining of machine/equipment off hires or terminations.
• Follow up with clients on a regular basis.

Requirements 

• Matric / Grade 12
• A degree/Diploma in Sales/Marketing or a relevant qualification will be an essential requirement.
• Driver's Licence is essential: Willing to travel as and when needed.
• Computer proficiency is essential. 
• Strong communication and interpersonal skills.
• Previous customer service or sales experience is a plus.
• Eagerness to learn and develop new skills.

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Duties and Responsibilities 

• Assist the sales team in day-to-day activities, including lead generation, prospecting, and client follow-up.
• Calling prospective customers for selling products and services.
• Building relationships with new and existing customers.
• Conducting daily telesales and cold calling.
• Assist in constantly achieving sales targets.
• Provide exceptional customer service by responding to inquiries, providing product information, and addressing customer concerns.
• Conduct market research and analysis to identify potential clients, industry trends and potential sales opportunities.
• Support the sales team in preparing presentations and sales materials.
• Attend sales meetings and shadow experienced sales professionals to gain hands-on experience.
• Collaborate with team members on various sales and marketing projects.
• Maintain accurate records of sales activities and customer interactions.

Requirements

• Must have a valid driver's license. 
• A tertiary qualification in Sales, Marketing, Business, supply chain/ logistics Management or relevant field is essential.
• Must reside within the Ekurhuleni area, preferably Boksburg / Benoni / Kempton Park / Germiston. 
• Sales experience will be beneficial.
• Excellent communication and interpersonal skills.
• Strong public speaking and presentation skills.
• A passion for sales and a desire to pursue a career in this field.
• Ability to work well in a team and contribute to a collaborative environment.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite. 

Benefits 

• Hands-on experience and exposure to the sales industry.
• Mentorship and guidance from experienced sales professionals.
• Opportunity to develop valuable skills in sales, marketing, and business development.
• Networking opportunities within the organization.
• Stipend for the duration of the internship.

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Duties and Responsibilities

• Assist in the planning and execution of promotional events and campaigns.
• Conduct market research to identify trends and opportunities.
• Collaborate with cross-functional teams to ensure consistent messaging and branding.
• Monitor and analyse the performance of marketing efforts using analytics tools.
• Assist in the development and implementation of marketing strategies to promote products and services.
• Assist with creating engaging content for digital platforms, including social media, website, and email campaigns.
• Participate in brainstorming sessions and contribute fresh ideas for marketing strategies.

Requirements

• Recently completed a degree in Marketing, Communications, or a relevant field.
• Proficient in Microsoft Office
• Knowledge of marketing software programs will be advantageous
• Familiarity with social media platforms and digital marketing trends.
• Strong written and verbal communication skills.
• Creative mindset with a keen eye for design.
• Ability to work both independently and collaboratively in a team environment.

Benefits:

• Hands-on experience in a dynamic and growing industry.
• Exposure to various aspects of communications and marketing.
• Mentorship and guidance from experienced professionals.
• Competitive stipend for the duration of the internship.