Senior Secretary to Maintenance Manager

Liv Supplies; Ermelo; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Liv Supplies is seeking a dedicated Secretary/Administrative Assistant to support the manager and department. You will manage diaries, coordinate meetings, arrange travel, and maintain confidential records while preparing correspondence and reports.

You will also provide front-line client service, liaise with internal and external stakeholders, and handle general office functions including supplies and document management. Experience in secretarial administration is essential.

Qualifications

• Grade 12/NQF4 with 120 points credits.
• Minimum two years related experience in Secretarial administration.

Responsibilities

• Provide secretarial and administrative support to the manager and section: manage diary, appointments, meeting schedules; arrange meetings, agendas, minutes; coordinate travel and bookings; maintain confidential records.
• Provide one-stop customer/client service: monitor action items from meetings; liaise with stakeholders; screen calls, emails, and visitors.
• Provide general office administrative functions: support department; manage office supplies and resources.
• Process data from information system: maintain filing/document management; compile monthly/weekly/ad hoc reports.

Skills

Secretarial administration

Scheduling & calendar management

Communication

Record keeping

Liaising skills

Telephone etiquette

Team player

Education

NCV4/NSC3/Grade 12 (NQF4) with 120 points

Two years related experience in Secretarial administration

Job description

Provide secretarial and administrative support service to the manager and section by:

• Manage and maintain the manager's diary, appointments, and meeting schedules.
• Coordinate and arrange meetings, including preparing agendas and taking minutes
• Screening and keeping a record of the manager's appointments Coordinate travel arrangements, accommodation bookings, and logistics when required.
• Maintain confidential records and ensure the security of sensitive information.
• Prepare, type, proofread, and distribute correspondence, reports, and presentations.
• Assist with contract administration, document tracking, and record keeping.
• Perform any other duties assigned by management within the scope of the position.

Provide a one stop customer /client service by:

• Monitor and follow up on action items arising from meetings.
• Liaise with internal and external stakeholders on behalf of the department.
• Receive, screen, and direct telephone calls, emails, and visitors appropriately.

Provide a general office administrative function by:

• Provide general administrative and secretarial support to the department.
• Manage office supplies and ensure the availability of administrative resources.

Process data from information system by:

• Maintain an efficient filing and document management system, both electronic and manual. Compile monthly, weekly, and ad hoc reports as requested.

Minimum Qualification Requirements:

• NCV4/NSC3/Grade 12 at NQF4 with 120 points credits
• Two years related minimum experience in Secretarial administratio

Competencies required:

• Behaviour (Politeness, Promptness, Energetic, Self-starter, Assertive, Telephone Etiquette
• Leadership (Team player)
• Knowledge (Knowledge of ESKOM's policies & procedures)
• Skills (Computer Literacy, Administration skills, Communication skills, Sound interpersonal skills, Negotiation skills, Liaising skills)