Admin Assistant

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Job TypeFull Time

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:
Effective sales tracking
 Draw relevant sales reports from relevant database as per requirements (e.g., by category, product, region, buying group, month to month sales, etc.)
 Collate information into one report and send to relevant party(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 (e.g., 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

Job Profile
 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 (e.g., 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 (e.g., sending out an email when someone is in hospital / sending flowers and cards)
 Perform general office administration as required in role (e.g., 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

Key Competencies
Organisational commitment
Teamwork & collaboration
Relationship building
Performance & results driven
Continuous growth & improvement
Resilience & stress management
Service excellence
Analysis & problem solving
Planning & prioritisation
Quality & detail excellence

Minimum Qualifications: Grade 12

Minimum Experience: 1-2 years secretarial / admin experience, preferably in retail /FMCG

Knowledge, Skills & Abilities:

Communication Skills (verbal & written)

Sales Objective Achievement Skills

Financial Management Skills

Planning and Organising Skills

Time Management Skills

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Job id : , #75764, 32 views,