Admin Assistant II

Smollan; Johannesburg; Sur place; ZAR 180 000 - 230 000; Plein temps

Résumé du poste

Smollan in Johannesburg is seeking an organised administrative assistant to support the relevant business unit. You will handle diary management, day-to-day office administration, travel arrangements and scheduling trade visits.

The role involves budget management, collating reports, processing expense claims and coordinating with internal and external stakeholders. A Grade 12/NQF 4 and 1–2 years secretarial or admin experience are required.

Qualifications

• Grade 12/NQF level 4 stablished education.
• 1-2 years secretarial / admin experience, preferably in the Financial Industry.

Responsabilités

• Draw relevant sales reports from relevant database as per requirements
• Collate information into one report and send to relevant stakeholders
• Co-ordination of Trade Visits
• Schedule call cycles and trade visits and ensure there are no conflicting appointments
• Organise travel arrangements and accommodation for out-of-town travel
• Budget 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
• Process payments for vendors via SSA FM
• Diary Management and General Administration
• Use discretion to resolve issues or elevate/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
• Anticipate priorities and schedule accordingly
• Plan agendas and ensure they are effectively distributed
• Plan ahead in scheduling recurring events
• Take effective minutes and ensure confidentiality
• Screen calls and emails as required and either channel to appropriate stakeholders 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
• Update asset register (e.g., company cars, cell phones, etc.)
• Update client database, call cycles and internal staff information using relevant systems
• Draw / collate reports as required
• Ensure files and all information is updated and easily accessible
• Ensure strict confidentiality of relevant information
• Keep track of birthdays, occasions and events and respond
• Perform general office administration as required in role (e.g., updating photos on share drive,
• Assist with HR-related tasks as requested by line manager

Connaissances

Diary management

Office administration

Budget management

Travel arrangements

Vendor payments

Formation

Grade 12/NQF level 4

Description du poste

At Smollan, we're on an evolutionary journey where we're shifting our story. We're looking for truly unique people who believe in fostering a diverse and inclusive environment. Where our people are cared for, happy and inspired in building an extraordinary place to work.

Job Summary:

To provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback.

Key Responsibilities and Deliverables:

• Draw relevant sales reports from relevant database as per requirements
• Collate information into one report and send to relevant stakeholders
• Co-ordination of Trade Visits
• Schedule call cycles and trade visits and ensure there are no conflicting appointments
• Organise travel arrangements and accommodation for out-of-town travel
• Budget 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
• Process payments for vendors via SSA FM

Diary Management and General Administration

• Use discretion to resolve issues or elevate/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
• Anticipate priorities and schedule accordingly
• Plan agendas and ensure they are effectively distributed
• Plan ahead in scheduling recurring events
• Take effective minutes and ensure confidentiality
• Screen calls and emails as required and either channel to appropriate stakeholders 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
• Update asset register (e.g., company cars, cell phones, etc.)
• Update client database, call cycles and internal staff information using relevant systems
• Draw / collate reports as required
• Ensure files and all information is updated and easily accessible
• Ensure strict confidentiality of relevant information
• Keep track of birthdays, occasions and events and respond
• Perform general office administration as required in role (e.g., updating photos on share drive,
• Assist with HR-related tasks as requested by line manager

Communication

Emotional Maturity

Resilience

Initiating

Delivering

Goal Focus

Minimum Qualifications

Grade 12/NQF level 4

1-2 years secretarial / admin experience, preferably in the Financial Industry