Receptionist/Admin Assistant

A well established company of Imports / Exports are looking for a young dynamic Receptionist / Admin Assistant in Rivonia. Qualification: · Grade 12 / Tertiary Education with Degree an added Advantage Other International languages ie. Frenc...

RECEPTIONIST- ADMIN ASSISTANT

· Every morning un-divert main switchboard line and divert to night extension line every evening.

· Answering of calls and directing to the respective persons and taking messages when someone is not available

· Prepare for daily morning meetings at 08h00am sharp

· Compile a list of tasks done the day before to share at the meeting and the tasks for the day

· Check all emails and respond or forward to respective departments

· Prepare weekly Receptionist report and forward to all staff

· Prepare meeting minutes from the daily morning meeting

· Courier – Book courier company and airway bills for collection of shipping documents and samples

· File all delivery notes and waybills from courier companies

· Follow-up on sick leave forms – if any staff was absent the previous day

· Take strategy meeting minutes and prepare in summarise form into a 2-to-3-page formal document and email to staff and management with hard copy to file

· Keep stock inventory of stationery, groceries, toner for photo copy machine and order once a month as and when needed

· Updating of database from business cards aftermarket visits and exhibitions by sales and marketing staff for customers and supplier contacts

· Update new employee details: birthdays, contact details of next of kin

· Ensure birthday cards are bought and signed for by all staff, then hand card to MN/MM

· Ensure board room always neat and tidy, a set of flyers, stationery should always be available

· Ensure MM jar or glass of fresh water is always available on the boardroom table or his office

· Administrative duties – assisting all staff with office administration

· Prepare leave schedule for staff

· Diarise meetings in office, prepare coffee/tea for the visitor

· Control who enters the office premises – intercom/gate/camera (SECURITY**)

· Once MM arrive back to the office with new supplier contact cards and those of the people they met in the country they visited, needs to be placed into a card holder and label the card holder appropriately and updated on the data base

· Track DHL documents on a daily basis and update in morning meetings

· Email our suppliers/customers for special occasions e.g. New year/ Diwali /EID – create a card and email – AM will guide

· Update list of international public holidays in Africa

· Update list of agents Contact details

TRAVELS:

· Google hotels, liaise with Riaan at Thomson Travel, file tickets/itinerary, work on visa documents, business cards, company profiles/brochures ready for MM travel, print travel documents as AM advises accordingly

· Prepare Travel schedule and keep updated accordingly

LOGISTICS

· Assist logistics team with documentation process, ie. Packing list and compiling final documents to customers and banks, shipment tracking

SALES

· Assist sales team as and when required with Proforma invoices, orders and Tax Invoices for local and international customers/suppliers

ACCOUNTS

· Assist Accounts Administrator with reconciliations and compiling all required documents. Preferable some basic knowledge on debtors and creditors added advantage to be trained