Company: Sydsen Recruit
Location: South Africa
Closing Date: 05 December 2024
Main Job Purpose:
To handle all first encounter interaction (face-to-face and telephonic) with all stakeholders, employees and visitors. To support the Senior Personal Assistant and administration team with workflow relating to all the Groups Business Unit’s.
Requirements:
- Own vehicle essential.
- Minimum 3 – 5 years’ experience in reception/admin support role is required.
- Intermediate to Advance skills in Microsoft Office which includes, Microsoft Excel, Word and Power Point.
- Deadline driven and team orientated individual.
- Excellent organization and planning skills required.
- Attention to detail – timely and accurate information/reporting essential.
- Excellent interpersonal skills required.
- Ability to work and perform under pressure.
- Ability to complete multiple tasks/projects with minimal supervision.
- Excellent oral and written communication skills (in English and Afrikaans) required.
- Positive attitude and professional demeanor.
- Must be able to work with confidential information.
Main Responsibilities:
- Greet and welcome all guests as soon as they arrive at the office.
- Direct visitors to the appropriate person/employee and office.
- Answer, screen and forward incoming phone calls and emails.
- Assist with accurate daily communication to Sales, Admin and Management Departments.
- Ensure reception area is tidy and presentable.
- Daily monitoring and managing of Admin display systems i.e. DSTV and CCTV System.
- Maintain office security by following safety procedures and controlling access via the reception desk (which include front and back door access to office).
- Scheduling of services of office equipment that can include (but not limited to): printers, copiers, aircons, CCTV cameras, fridges, DSTV decoders. Obtain pre-authorization from Business Department Financial Manager.
- Support and assist Senior Personal Assistant.
- Scheduling and managing of courier services after obtaining pre-authorization from Business Department Financial Manager.
- Update Microsoft 365 calendars and schedule meetings as requested by Senior Personal Assistant.
- Daily update to be sent to Senior Personal Assistant.
- Arrange travel and accommodation requirements which include (but are not limited to): flights, car hire, online boarding, accommodation and prepare all travel packs.
- Managing and ordering of all office supplies including groceries, stationary, cartridges, water, daily and monthly recons to be conducted. Pre-authorization to be obtained by Business Department Financial Manager.
- Keep updated records of all office expenses and costs and monthly reconciliation to be submitted to Business Department Financial Manager.
- Perform other clerical duties as per requested from Senior Personal Assistant.
- Keep schedule of Maintenance Department’ outstanding and completed responsibilities and reporting on a weekly basis to HR Department and Senior Personal Assistant.
- Manage booking of meeting rooms, organize cleaning of facility, arrange refreshments, beverages and lunches for all meetings, when required by Senior Personal Assistant.
- Assist with marketing and other related events i.e. promotions & producer days as per requested by Senior Personal Assistant.
- Assist with all presentations for meetings with employees, producers and buyers as per requested by Senior Personal Assistant.
- Manage and control Corporate Clothing, ordering and issue, daily and monthly stock reconciliation.
- Assist with all admin departments when employees are on leave.
- Assist with all ad hoc duties as requested from Senior Personal Assistant.
Interpersonal and influencing skills:
- Self-confident, determined and sets a positive example.
- Healthy, positive mind-set.
- Communicates in a clear logical style (Both oral and writing).
- Has the ability to win respect and influence others by own behavior.
- Has a positive approach and demonstrates high professional standards when carrying out work.
- Confident and professional telephone manner.