Temp Admin Assistant to CEO

Position:

Temp Admin Assistant to CEO

Description:

Our client, a leading Petro-Chemical Company in Island View, is looking for a Temp Administration Assistant to CEO

Must Have:
• Post matric Admin or Secretarial related certificate
• Project management qualification/experience will be an advantage
• Strong computer literacy with SAP and data dashboard management an advantageous
• Minimum 3 years relevant experience
• Post matric Admin or Secretarial related certificate
• Excellent Excel, PowerPoint, Word and email skills
• Good command of the English language in both verbal and written communication
• Good note taking and converting into minutes post meetings
• Excellent communication skills in dealing with all stakeholders

Responsabilities:
• Arrange meetings by co-ordinating all aspects such as venue, logistics and agenda according to management requirements
• Attend meetings, collate the presentation, compile and distribute agenda and minutes in line with shareholder governance standards
• Consolidate weekly and monthly reports by receiving individual reports from Management and compile into one report for the CEO for shareholder update purposes
• Administer the CEO action log and assist with follow-up and close-out
• Provide typing, photocopying, filing and e-mailing support as required by the CEO and ensure confidentiality of all discussions and documents pertaining to the business of and/or shareholder businesses
• Generate, manage and maintain documentation as required
• Generate SAP payment requisitions as required and ensure that purchase requisitions, order numbers and tax invoices are processed using SAP to ensure that Vendors' are paid in line with company policy and internal procedures
• Set up and update Management Dash boards
• Update weekly communications on Safety, Production, Quality, Environment and People issues
• Assist in maintaining notice boards as required
• Attend management meetings and produce the required minutes, update action logs and store documents as required
• Ensure all decisions are appropriately documented
• Attend shareholder governance meetings as required (weekly, monthly and annually) and generate minutes, action logs and file as required by CEO and shareholders
• Co-ordination of agenda, logistics and activities of visiting shareholders/guests
• Administrative work to support other areas of the business as requested by the CEO
• Data Analysis and report generation and distribution to either management, CEO and/or shareholder based on request
• Any reasonable administrative function that supports the CEO and management in achieving a higher level of governance, communication, analysis and reporting

Salary: Negotiable

Contact:

Contact Person: Tracy-Jayne Tomlinson

Tel: 031 303 6225

Email Address: tracy@schlemmer.co.za

Office Manager

Position:

Office Manager

Description:

Our client, a leading Law firm in Umhlanga, is looking for an Office Manager

Responsibilities:
• Control all Admin Including IT Department and Outsourced cleaning staff
• Delegate specific duties where necessary
• Chair Daily 8:00am Admin meeting
• Attend IT Meetings
• Use Company Credit Card for online shopping (eg: Nespresso, Takealot, Makro and Purchasing or renewing software licences for specialised computer programs
• Cell Phones (In all aspects – dealing with MTN & Vodacom – Billing staff etc…Report unusually high voice or data use)
• Control stock of cell phones, Dictaphones, Allocate and/ or recover same
(Analyse accounts migrate packages if warranted for greater savings)
• Ensure voice and data links running – Telkom lines & Gijima Ast (Switchboard) Dictaphones (In all aspects)
• Monitor Access control, vehicle tracking and act on issues arising (over speeding, harsh braking and trip details if necessary)
• General Running of building & sorting out snags – maintenance, plumbing, lights, garden cleaning, painting etc. Instruct relevant service providers
• Liase with all service providers (eg: Cleaning Company, A/C, Guarding Services. Fire services, catering, generator etc..
• Daily Vehicle control – monitoring, identifying problem areas (i.e.: abuse, fuel consumption, replacement of vehicle etc) Ensure vehicles are serviced when due
• Office machines & equipment (same as vehicles – liaise with suppliers) Quotes for New
• Office machines & furniture (Same as vehicles – liaise with suppliers)
• Monitor and report on abnormally high printing specifically excessive color usage
• Monitor security guards & reports any lapse in service
• Sign Off Stationary, Maintenance & Suppliers Invoices
• Monitor & Update suppliers spend monthly (For BBEE)
• Monitor CCTV when necessary
• Landline (PABX) Survey Least-Cost-Routing services – telephone management monitoring (Meet & consider Different proposals and advice accordingly)
• Ensure Fire Equipment checked & serviced
• Control messengers & meet same on a regular basis attend to any valid problems they may have (Buy Uniform, shoes on an annual basis)
• Identify redundant furniture & fittings & arrange for these to be sent to auction
• Arrange with furniture suppliers for quotes for new requirements and if acceptable sign off on same
• Also arrange for servicing/repairs on office furniture (eg: re-gas strut unit on office chairs)
• Update BEE procument, supplier and enterprise development management and ownership details
• Ensure our suppliers BBEE certificates or affidavits are up to date
• Oversea archiving team, monitor the costs of storage and movement of boxes/files to and from Metrofile
• Engage with Heads of Departments for them to sign off on the destruction lists of files (Files that have been in an archived state for 5 years or longer)
• Return copies of past BBEE audits
• Keep copies of company leases and services contracts
• Order business cards and letterheads when necessary
• Control and produce year-end stationary stock list for auditors
• Liaise with Directors, professionals and other members of staff on any issues they may have with the building or admin service
• Communicate with our professional’s lunch caterer when necessary
• Order Christmas tree and advise the department that is decorating it that it has arrived
• Order next year’s diaries from Highway Hospice

Salary: R 20K CTC

Contact:

Contact Person: Tracy-Jayne Tomlinson

Tel: 031 303 6225

Email Address: tracy@schlemmer.co.za

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