Duties and Responsibilities:
- Switchboard – must screen calls before transferring to the relevant person.
- Greeting all visitors in a professional manner.
- Scanning, photocopying for the accounts department and contracts department.
- Assisting other personnel administration, making necessary phone calls, scheduling appointments when necessary, as well as booking hotels and flights.
- Assisting with foreign travel – i.e. liaising with travel agents regarding flights, visas requirements, travel requirements, booking medicals if necessary.
- Filing and scanning all contract waybills and then saving the POD’s to the different contract folders. Enter the waybill numbers in the CW or SW spreadsheets.
- Processing all customers vendor documents. Submit to customer and follow-up.
- Complete supplier credit applications. Submit to supplier and follow-up.
- Completing all general request for information forms for tender purposes or contract purposes.
- Sending customers documents they would require e.g., BEE certs, workman’s compensation.
- Ordering stationery and maintaining stock thereof.
- Archiving old contracts and enquiries.
- General assistance in the office where required.
- Searching for contract files when needed or assisting with finding information relating to old contracts.
- Capturing of GRV’s and stock requisitions onto Excel.
- Assist with stock take twice a year. Capture information on the stock program (Excel).
- Obtaining freight quotes from various shipping agents sea and air or road transport quotes for tender or contract purposes.
- Handling freight of foreign suppliers – consolidating orders placed onto the foreign suppliers if possible, keeping track of ETA’s on all foreign supplier orders using Excel.
- Downloading the information for time and attendance and updating the program (Excel).
- Document control-via email or on a doc control system.
- Property management - supervising 2 staff members and managing the entire property and ensuring that all queries are resolved in a timeous manner.
- Scanning and copying databooks. Book it into the system via the PC and manually and filing in the databooks cupboards.
- Google ads-weekly basis on a Thursday and send to relevant personnel.
Please note:Should you not meet the minimum requirements or hear from us within 14 days from date of advertising, please accept your application as being unsuccessful.
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