Candidate Requirements

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