Admin Assistant
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About Us
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IntroductionThis opportunity needs a bubbly, vibrant personality, well-presented and multi lingual individual to provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback. Minimum RequirementsMinimum Qualifications Grade 12 Secretarial diploma or equivalent advantageous Experience Minimum 2+ years secretarial / admin experience, preferably in retail / FMCG Job SpecificationThis self-driven role requires your positive outlook and high quality on the following challenges: Effective sales tracking Draw relevant sales reports from relevant database as per requirements (eg, by category, product, region, buying group, month to month sales, etc.) Collate information into one report and send to relevant part (ies) Co-ordination of trade visits Schedule call cycles and trade visits and ensure there are no conflicting appointments (as required in role) Organize travel arrangements and accommodation for out-of-town travel Effective budget / expenditure management Collate expense claims and personal business slips for everyone with a company credit card and submit to Finance for payment Use discretion in finding ways to save costs (eg, in booking accommodation or venues) Process payments for vendors via SSA FM Effective diary management and office administration (including ad hoc events management) Use discretion to resolve issues or escalate/channel when necessary Monitor / follow-up to ensure effective problem resolution Handle issues and complaints in a diplomatic, tactful and interpersonally sensitive manner Direct queries/requests to appropriate parties Liaise closely with internal and external clients to manage all scheduling of day-to-day appointments and tasks With a minimum of information, anticipate priorities and schedule accordingly Plan agendas and ensure they are effectively distributed Plan ahead in scheduling recurring events Demonstrate assertiveness when necessary when prioritising demands Take effective minutes and ensure 100% confidentiality Screen calls and emails as required and either channel to appropriate parties OR personally action Co-ordinate events/functions within budget Office Administration Book boardrooms as required and ensure required tools are available Via correct reporting lines, ensure stationery and other housekeeping issues are efficiently resolved Update asset register (eg, company cars, cell phones, etc.) Update client database, call cycles and internal staff information using relevant systems where appropriate Draw / collate reports as required Ensure files and all information are up-dated and easily accessible Ensure strict confidentiality of relevant information Keep track of birthdays, occasions and events and respond appropriately (eg, sending out an email when someone is in hospital / sending flowers and cards) Perform general office administration as required in role (eg, updating photos on share drive, uploading ID cards, performing ECR reference checks, etc.) Assist with HR-related tasks as requested by line manager Effective teamwork and self-management Proactively develop own skills and knowledge and ensure appropriate skills and knowledge transfer (where appropriate) Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines. Ensure data integrity of all reports to client and management Demonstrate consistent application of internal procedures Plan and prioritise, demonstrating abilities to manage competing demands Demonstrate abilities to anticipate and manage change Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organisational needs Use your strong administrative ability and detail-orientated skills as the instrument to succeed in this demanding front line arena.
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