Available Jobs - Administration / Secretarial(26)

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Gathering invoices, statements, reports, personal details, documents and information from employees, other departments and clients.
Scanning through information to identify pertinent information.
Correcting errors and organizing the information in a manner that will optimize swift and accurate capturing.
Creating accurate spreadsheets.
Entering and updating information into relevant databases.
Ensuring data is backed up.
Informing relevant parties regarding errors encountered.
Storing hard copies of data in an organized manner to optimize retrieval.
Handling additional duties from time to time.

Duties to include
Preparation and review of financial statements monthly, quarterly and annual accounts
Manage creditors payments-Allocate resources for payments to vendors ensuring adherence to agreed terms.
Debtors’ receipts- ensure early payment by debtors and no bad debts
Review reconciliations – general ledger- To pick out any misstatements, no error in reports being generated
Tax planning-preparation of tax returns and payment of taxes-corporate, VAT, PAYE etc.
Exception reporting- Providing value adding financial reports to be used for decision making
Management Accounting-asset register management, Inventory control and budget preparation and control
Auditing-coordinate auditing activities and ensure provision of required transaction records.
Co-ordinate activities of the finance department with other departments so that the company’s activities as a whole are synchronized.

Greet clients and visitors with a positive, helpful attitude.
Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans.
Preparing meeting and training rooms.
Answering phones in a professional manner, and routing calls as necessary.
Assisting colleagues with administrative tasks.
Performing ad-hoc administrative duties.
Answering, forwarding, and screening phone calls.
Sorting and distributing mail.
Provide excellent customer service.
Scheduling appointments.

This role requires an organised individual with exceptional administration skills to assist with all aspects of the business.

Raise Purchase orders
Goods Received vouchers
Supplier Invoices
Daily stock journals to work in progress
Record banks and Petty cash entries
Sales orders, Job cards & Invoicing
Any other adhoc duties as required by the accountant
All reception duties
Reporting to Accountant.

Administration of Medical Aid scheme.
General staff salaries database – Belina.
Administration of Insurance claims.
Cash & Debit card reconciliations.
Fuel Card reconciliations.
Supervision and administration of Admin Kitchen and Canteen (including Staff).
Supervision of housekeeping.
Supervision of messengers/drivers.
Vehicle Licensing and Insurance.
Event co-ordination (i.e. Chinese lunches/inspections).
Visitors Customers and guests flights accommodations and arrangements.
Staff Flight bookings.
Company Stationery.
Liaison with Labour Officer.
Maintenance Admin Documentation facility.
Miscellaneous ad-hoc duties.
Understudy to CMA supervisor.

Core responsibilities; Sales and Administration
Preparing invoices
Preparing quotations and sending them to clients professionally
Following up with clients on outstanding payments
Handling petty cash
Developing and maintaining a filing system

Preparing and writing of reports
PowerPoint Presentations
Answering phone calls
Organizing travel and itineraries
Organizing and planning meetings
Taking notes and writing minutes during meetings
Conducting or preparing any research that the CEO may require
Monitoring CEO's emails and responding if required

The role will take responsibility for -
General administration
Sourcing of stock and stock control,
Assisting the other departments when required.
All administration will be done using Microsoft Office.

Duties
Diary & information management
Co-ordination of travel
Maintenance of an accurate record of papers and electronic correspondence on behalf of the MD
Preparing reports for business review meetings
Running business errands
Screening phone calls, enquiries and requests, and handling them when appropriate
Liaising with clients, suppliers and other staff.

Manage data in spreadsheets and reports
Keep records and reports up to date
Assist with any admin duties
Organize and schedule meetings and events
Carry out clerical duties, including answering phones and preparing documents when required
Assist colleagues whenever necessary

Confirms orders with Brand Manager
Placement of Import orders with suppliers, and tracking all imports including clearing
Monitor import orders and delivery
Costings on all ranges and establishing pricing on all ranges and agrees these with Brand and Sales Manager
Tariff investigations, on all products and restrictions thereof ,Duty calculations and Licences / Permits applications Picture stories for listings
Issues requisitions for day-to-day payments
Supervision of the administrative staff (Accounts clerk and invoicing clerk)
Monitor costs and expenses to assist in budget preparation
Circulates all relevant internal communication to all staff
Manages travel arrangements for staff
Assist with facilitation of trainings/meetings
Ensuring daily reports are done by admin staff – Data verification
Developing, reviewing, and improving administrative systems, policies, and procedures
Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained
Stock take admin and stock takes

Greet and welcome guests as soon as they arrive at the office
Direct visitors to the appropriate person and office
Answer, screen and forward incoming phone calls
Ensure reception area is tidy and presentable, with all necessary stationery and material
Provide basic and accurate information in-person and via phone/email
Receive, sort, and distribute daily deliveries etc.
Maintain office security by following safety procedures and controlling access via the reception desk
Order front office supplies and keep inventory of stock
Update calendars and schedule meetings
Arrange travel and accommodations, and prepare vouchers
Keep updated records of office expenses and costs
Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Telephone Management
Booking appointments
Assisting walk in clients
Assisting with any admin
Filing and Photocopying
Assisting each department when required

Ensure routine maintenance is planned and performed at required intervals to ensure a high level of availability.
Ensure defects are logged and repairs are completed to eventually have a complete history and cost per asset.
Ensure history files with job cards are maintained to have immediate access to detail required for budget and capex purposes.
Ensure repair details on vehicle downtime are captured and maintained on the FMS system, daily.
Prepare and distribute Daily breakdown report
Open and close job cards, to ensure all costs are allocated to the appropriate assets.
Liaise with clients to plan maintenance at appropriate intervals, to mitigate any impact on Operations.
Update and distribute Vehicle Maintenance schedules daily to avoid overruns on services.
Ensure Pre-docking documents are prepared prior to a major service and all service items are available.
Ensure Minor and major unit failure reports are completed immediately when required.
Ensure a Stripping permissions register is kept and maintained.
Ensure Engineering reports are compiled and submitted with each contract.
Ensure Asset transfers, Cap documents are processed, and the fleet list is regularly updated, to be 100% accurate.
Obtain boarder clearance documents from Maputo Office for all components for across boarder repairs.
Ensure procedures are followed regarding Wear Check sampling, samples handled and send for analysis timely, and ensure action are taken and feedback updated on Wearcheck site.
Ensure that daily trip sheets are completed by drivers for ancillary vehicles and keep a file for these.
Issue fuel requisitions for workshop and ancillary vehicles.
Ensure Diesel dip for service trucks (bowser) verified with the technical dep/duty store man and driver
Ensure Fleet Government inspections, insurance and government tax is maintained.

This office manager position demands exceptional organization skills, efficiency, and personability
Day-to-day, this person ensures operations run smoothly by doing everything from handling phone calls, sending emails, overseeing supplies, juggling schedules, and whatever else it takes to keep the company and its people productive
Maintain office efficiency by maintaining appearance of ALL areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and stocks
Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping the owner informed of performance with routine and requested reporting
Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs
Manage all aspects of the office’s space/infrastructure planning and provide answers, resources, and solutions as requested
Oversee the client experience and ensure a personal, friendly experience for anyone coming into the Showroom, and maintain complete accessibility in both availability and warmth of character
Ensure peak organizational operations and provide preventative measures by identifying issues
Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
Coordinate internal and external resources, and cultivate relationships with vendors
Oversee office interactions, responding to requests and questions

Duties to include:
Invoicing
Quotations
Quotation follow up
In office sales (knowledge of the products will be taught):
Petty cash
Cabs and pastel updates
Stock takes
Local supplier purchases
Debtors analysis
Scheduling deliveries and co ordinating drivers
SWIFT Logistics
Stationary and office supply purchases

Duties to include:
Greet staff and visitors with a positive, helpful attitude
Assisting visitors in finding their way
Assisting with a variety of administrative tasks including copying & taking notes
Answering phones in a professional manner, and routing calls as necessary
Assisting colleagues with administrative tasks
Performing administrative duties
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments
Any other duties given by management

Duties to include
Transcribe dictations at about 70 words per minute

Welcoming visitors and directing them to the relevant office/personnel.
Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.
Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
Maintaining general office files, including job files, vendor files, and other files related to the company’s operations. Purchasing office supplies, equipment, and furniture.
Overseeing the maintenance of office facilities, and equipment.
Performing other relevant duties when needed.
Book keeping , basic account keeping, Invoicing customers, following up invoices, sending sales through the ZRA machine.

The incumbent will be responsible for coordinating office activities and operations to secure efficiency and compliance to ensure smooth running of a business.
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations/proposals as assigned
Assist colleagues whenever necessary

Greet staff and visitors with a positive, helpful attitude
Assisting visitors in finding their way
Assisting with a variety of administrative tasks including copying, faxing and taking notes
Preparing meeting and training rooms
Answering phones in a professional manner, and routing calls as necessary
Assisting colleagues with administrative tasks
Performing administrative duties
Answering, forwarding, and screening phone calls
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments

Develops and manages the performance of subordinates in achievement of agreed strategy, business plans and budgets
Attends to and manages customer enquiries and queries (complaints)
Prepares quotes for Agri customers on standard local and exports products/projects
Attends to and follows up queries and provides remedial action or referral to supervisor
Captures, produces and communicates customer orders to Manufacturing or Stores
Ensures accuracy of names and product list and related stock availability
Completes Export Procedure documentation
Ensures continuous cycle of review for improvement

Inputting prices
Transferring stock from warehouses to stores

Effective communication via emails, telephone and face to face with customers & staff
All general administrative & Reception Duties.
Data Entry, Record Keeping & Filing

Greet clients and visitors with a positive, helpful attitude
Assisting clients in finding their way
Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans
Preparing meeting and training rooms
Answering phones in a professional manner, and routing calls as necessary
Assisting colleagues with administrative tasks
Performing administrative duties
Answering, forwarding, and screening phone calls
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments