Administrative And Logistic Assistant

Introduction

This position will be based at Head Office in Woodmead.

Description

The purpose of the position is to be responsible for providing secretarial, clerical and administrative support, contributing to the effective and efficient operation of our organisation.

Duties And Responsibilities

Functional Role:

Travel Management

1. Plan and book all travel aspects for employees, including flights, accommodations, and ground transportation.
2. Manage travel itineraries, adapt to last-minute changes, and ensure compliance with budget and policy requirements.
3. Handle the acquisition of necessary documentation for Visa/Work Permits and attestation.
4. Coordinate with the Office Manager for necessary documentation and assist with emergency travel adjustments.
5. Maintain a thorough understanding of, and ensure compliance with, the organisation's travel policies.
6. Process travel-related expenses, track reimbursements, and monitor expenditures against budget constraints.

Administrative Support

1. Execute a variety of administrative tasks, such as managing calendars, scheduling meetings, handling communications, and maintaining files and records.

Liaison And Communication

1. Serve as the primary contact for travel vendors, employees, and stakeholders. This includes negotiating with vendors, solving travel-related issues, and providing advice and assistance.

Event Planning And Coordination

1. Assist in organizing events, including travel and accommodation arrangements for attendees, venue booking, and logistics coordination.

Documentation And Record Keeping

1. Maintain detailed records of travel arrangements, bookings, and administrative tasks.

Problem Solving

1. Tackle and resolve any arising issues or emergencies related to travel or administrative duties.

Qualification Requirements

1. Grade 12
2. Travel and Tourism or Secretarial qualifications will be an advantage.

Experience And Skills Requirements

1. At least 5 years of experience in travel management, adept at arranging complex travel plans, preferably in the mining or process plant sectors.
2. 2 years of experience in managing embassy relations, visa applications, and understanding international regulations.
3. Ability to work effectively under pressure and available after hours in case of travel emergencies.
4. Experience as an Office administrator or Secretary is advantageous.
5. Proficient in the Microsoft Office suite.
6. Excellent communication skills.
7. Strong ethical standards and work integrity.
8. Exceptional time management abilities.
9. Ability to multitask.
10. Meticulous attention to detail in all documentation.
11. Cost awareness and control, with a knack for optimizing resources.
12. Must have own reliable means of transport.