Admin Assistant 1-Smollan Group

🗏Job Type

Full Time

Your energetic personality, passion for planning and organising, coupled with your thirst to succeed could set you up for an enviable career path to provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback

Minimum Requirements

Minimum Qualifications


Grade 12

Secretarial diploma or equivalent advantageous


Minimum Experience

Minimum 2+ years secretarial / admin experience, preferably in retail / FMCG



Job Specification

In this highly detail orientated role, frequent reporting in excel and administration means:


Effective sales tracking

Draw relevant sales reports from relevant database as per requirements (eg, by category, product, region, buying group, month to month sales, etc)

Collate information into one report and send to relevant part(ies)


Co-ordination of trade visits

Schedule call cycles and trade visits and ensure there are no conflicting appointments (as required in role)

Organise travel arrangements and accommodation for out-of-town travel


Effective budget / expenditure 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 (eg, in booking accommodation or venues)

Process payments for vendors via SSA FM


Effective diary management and office administration (including ad hoc events management)

Use discretion to resolve issues or escalate/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

With a minimum of information, anticipate priorities and schedule accordingly

Plan agendas and ensure they are effectively distributed

Plan ahead in scheduling recurring events

Demonstrate assertiveness when necessary when prioritising demands

Take effective minutes and ensure 100% confidentiality

Screen calls and emails as required and either channel to appropriate parties 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 resolved

Update asset register (eg, company cars, cell phones, etc)

Update client database, call cycles and internal staff information using relevant systems where appropriate

Draw / collate reports as required

Ensure files and all information are up-dated and easily accessible

Ensure strict confidentiality of relevant information

Keep track of birthdays, occasions and events and respond appropriately (eg, sending out an email when someone is in hospital / sending flowers and cards)

Perform general office administration as required in role (eg, updating photos on share drive, uploading ID cards, performing ECR reference checks, etc)

Assist with HR-related tasks as requested by line manager


Effective teamwork and self management

Proactively develop own skills and knowledge and ensure appropriate skills and knowledge transfer (where appropriate)

Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery

Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines.

Ensure data integrity of all reports to client and management

Demonstrate consistent application of internal procedures

Plan and prioritise, demonstrating abilities to manage competing demands

Demonstrate abilities to anticipate and manage change

Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organisational needs


Your love for administration and problem solving will ensure that you stay challenged in this role


Apply Here http://bit.ly/2wJynS2

Job id : , #72081, 161 views,

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