The Main Purpose of the job:
The incumbent will be responsible for assisting the Regional Manager with all administrative duties.
Education and Experience required:
- Matric / Grade 12
- Secretarial diploma / certificate
- A minimum of five years secretarial experience
- Fully competent in MS Office packages
- SAP experience advantageous
Knowledge, Skills, and Competencies:
- Excellent organizational, numeric, and administrative skills
- Ability to multitask and priorities effectively whilst working in a stressful environment
- Excellent interpersonal skills and ability to communicate at all levels
- Well-groomed and professional
- Ability to maintain confidentiality
- Ability to work flexible hours
Key areas of responsibility:
- Assistant to Regional Manager (RM) and Area Managers
- Responsible to assist with all operational duties
- Handling confidential information
- Receive visitors in a highly professional manner
- Take telephone calls and messages for RM as well as AM’s and communicate the messages prompt and correctly. Take own initiative to resolve issues in advance
- Ordering of PPE for all contracts (uniforms, safety shoes, jackets, safety glasses, etc.). Follow up on Quotes, Purchase Orders, Invoices and Payments. Updating of all relevant information on MS Excel spread sheet
- Ordering of all monthly chemicals, consumables, and equipment for all contracts, ensuring that all stay in budget
- Follow up on Quotes, Purchase Orders, Invoices and Payments
- Do the picking on SAP
- Updating and printing of monthly time sheets for each Cleaner at each contract using SAP
- Printing of monthly Dashboard Reports using Supercare Web Portal System
- Booking of monthly scheduled Capitec deep cleans on MS Outlook Calendar, following up on deep cleans and signed job cards
- Updating of deep clean schedule. Also, for non-prescheduled cleans e.g. floods.
- Following up on Learnership cost savings and updating of schedule each Monday
- Compile monthly J’s, VI’s and CN’s (billing related documents)
- Update schedule of all created documents on billing schedule (“horror list”)
- Update contract list and client list of all contracts
- Travel / accommodation arrangement.
- Arrange and co-coordinate meetings
- Taking minutes of meetings and typing thereof
- Switchboard reliever
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