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Address:
2 Arbroath Road, HQ Bedfordview, 2008, South Africa.
Tel: (011) 970 3166
Email: unique@unique.co.za

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Secretary

Candidate: 65639
Available: Available
Location: Ekurhuleni (East Rand)
Gender: Female
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Secretary
R18000- R20000
1 Calendar Month
Coloured
32
65639
Certificate
Grade 12

Grade 12:English, Afrikaans, Mathematics, Economics, Home Economics, Computer Studies
SAP,MS Excel,MS Explorer,MS Outlook,MS PowerPoint,MS Access,MS Word,E-Mail,Internet
A multinational brewing and beverage company:Executive Secretary to General Manager From 2012-10 To Current
Duties

Mail

  • Open all incoming mail for Managing Director re-direct where possible; 
  • Sort mail into order of importance; 
  • Where possible, draft replies (confirm with MD); 
  • Acknowledge mail in Director’s absence;

Appointments

  • Serve refreshments to visitors and clean up after a lunch/function
  • Prepare relevant paperwork/slides prior to meetings/appointments
  • Set up appointments as and when needed
  • Arrange parking when necessary
  • Photo-copying
  • Provide general assistance during meeting. 
  • Filing 
  • Maintain central filing system
  • Maintain list of all files in your control
  • Keep users informed of any changes made to central filing system
  • Extract out-dated files and store in archives
  • Recover documents on request 
  • Ensure that filing system is user friendly and up to date at all times
  • Ensure users sign for any files taken and that they are returned as soon as possible
  • Maintain Distributors, Sub-Lease, Lease agreements
  • Maintain Bulk agreements 
  • Maintain National agreements

Meetings

  • Assist with production for visual aids and materials for meetings
  • Arrange tea and lunches for meetings
  • Arrange delegates travel and accommodation requirements
  • Book video conference, board and discussions rooms when requested

Travel Arrangements

  • Co-ordinate travel and accommodation arrangements 
  • Assemble paperwork relevant to trip when needed
  • Arrange transport for conference delegates where necessary 
  • Ensure travel requisitions are signed and tickets are readily available 
  • Ensure travel agent receives any changes to a travellers profile

 

Finance Admin Clerk
07/2015 to 11/03/2016
Daily Admin Capturing

  • Request quotes and prepare requisitions to be purchased, Capture requisitions on sap daily and forward document for authorization.
  • Request purchase orders for approved requisitions.
  • Capture workforce requisitions for all departments on site.
  • Capture workforce Goods Receipt for all departments on site.
  • Process staff orders and promotional liquor and control receipt of stock.
  • Capture cider receiving’s on brand crafters for Cellars Department and Sometimes I help full in the monthly stock take sheet.
  • Capture all internal post to Wadeville on brand crafters for Finance Department
  • Capture all scrap sales recons on brand crafters for Finance Department
  • Capturing all Quantum and Work Force Time sheets for Finance Department
  • Order Promotional Liquor And Staff Orders
  • Create Purchase Requisition for Non-stock and Service Items
  • Create Purchase Requisition for Stock Material
  • Create Purchase Requisition with Reference to an Existing Requisition
  • Goods Receipt for Purchase Order Overview
  • Process Invoice for Sundry Sales 
  • Process Invoice for Sundry Sales > Post Customer Invoice 
  • Authorized issue of petty cash
  • Receive sundry banking and issue receipts
  • Ensure that all sundry sales of scrap material to scrap dealers is properly accounted for on the SAP System
  • Liaise with buyers to resolve pricing queries and invoices without purchase orders.
  • Communicate all relevant ordering information to staff.
  • Order refreshments and washing powder.
  • Prepare minutes of MDT Meetings
  • Month end helping warehouse dry goods and full goods with stock take.

The overview of my role consists:
Mail
Appointments
Filing
Meetings
Travel Arrangements
Entertainment
Telephones
Time Management
Promotional Items and Signage

 

As a Receptionist

  • Attend to the switchboard and screen and manage all calls.
  • Ensure that messages are clearly noted and distributed to the intended recipient.
  • Ensure that the telephone list is always updated and correct.
  • Ensure that the reception area is neat and projects a professional image of the company.
  • Assist the Financial team with the compilation of reports.
  • Assist the Financial team with accurate and timeous data capturing.
  • Monitor and report on relevant cost elements assigned by the financial department.
  • Ensure correct and timeous filing and recordkeeping of all documentation for easy access.
  • Assist in the coordination of functions and events when required.
  • Actively participate in all workplace improvement activities.
  • Maintain admin housekeeping standards.

As a Secretary

  • Maintain the Executive’s diary and scheduling appointments
  • Screening and directing incoming calls to the relevant person or department
  • Co-coordinating meetings, conferences, seminars and workshops
  • Providing secretarial support at various meetings and recording minutes
  • Preparing PowerPoint presentations and Excel reports
  • Co-coordinating travel for national and international travel
  • Liaising with clients, suppliers and service providers
  • Maintaining the office
  • Performing other duties as assigned or as necessity dictates
  • Interview and board room management
  • Candidate management
  • Assisting with and ensuring the smooth running of the office post (ordering office refreshments, stationary etc.
  • Preparation of presentations / documents with attention to detail
  • Booking of venues for meetings and/or discussions, internally and externally
  • Responsible for administration of lists for Corporate events
  • Some exposure working on a project basis

Banking:Production Officer From 2006-02 To 2012-09
Duties
  • Support to the vehicle department.
  • Complete vehicle Invoicing
  • Create Invoice from information provided from the deal file.
  • Invoice vehicles according to required procedures 
  • Ensure that the deal folder has all relevant documentation-check for completeness of documentation before final submission.
  • Ensure all deal files are updated in line with dealership requirements.
  • Weekly Reports
  • vehicles and name changes
  • Capture and process supplier invoices and other documentation as required.
  • Handling finance with banks, insurance, warranties, top ups admin
  • invoicing all job cards 
  • Assisting with account queries
  • Data capturing by recoding every transaction on the PC and check correctness on transaction.
  • Type and file correspondence record-keeping.
  • Operate with dealership
  • To ensure that the FNI sends correct documents within legal parameters such as Credit Agreements Act
  • Work in progress control 
  • Switch Board


General office administration

  • Support and assist with all administrative duties required by the tow offices.
  • Perform support duties as and when required.
  • Daily capturing of invoices plus balancing it
  • Ensuring adherence to financial policies.
  • To have a strong admin and office management skills
  • To adhere to all policies and procedures.
  • To keep abreast of developments in are of functionality/expertise
  • To perform all operational functions. Maintenance of internal operations processes (i.e. stationery, office mandates, asset registers, key policies/registers, trade accounts, duplicate keys, etc.
  • Maintenance of the business Continuity Plan and HR EOS Plan.
  • To keep abreast of all Compliance training
  • Fully computer literate with Clerical and Administrative skills
  • Fully bilingual (English & Afrikaans)
  • Willing to work shifts
  • Filling
  • Budgeting skills 
  • Generating various reports 
  • Scanning with day to day queries 
  • Administration of stats 
  • Confirmation and data-capture audits
  • Ensure the telephone system is up and running.
  • Ensure all speed dials and telephone extensions are correct.
  • Assist all callers by routing calls.
  • Receive / distribute incoming & outgoing mail 
  • Switch your TV on in the mornings and off in the evenings.
  • Ensure that the tea ladies wear their uniform according to the policy. 
  • Ensure that the tea ladies receive the meeting room booking roster for refreshment preparations. 
  • Maintaining the leave roster for the tea ladies. 
  • Contact the Office Manager when the temp tea lady is required.
  • Ensure that all equipment and refreshments are organized as required.
  • Assist with booking meeting rooms in other buildings.
Ekurhuleni (East Rand)
Brakpan
Afrikaans
English
Yes
Ekurhuleni (East Rand)
Yes
Married
Available
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