Office Admin Assistant – Half Day needed immediately: APPLY NOW

Administrative Officer

Office Admin Assistant – Half Day needed immediately: APPLY NOW

Vacancy Details

1. Reception

· Receive customers/visitors, refer them to appropriate person.

· Handle switchboard – answer incoming calls, refer caller to person concerned, take messages, and handle the telephone system.

· Check that the meeting room is generally neat and report maintenance work.

· Organize maintenance of printers..

· Organize business functions – accommodation and transport for guests, refreshments, meals, items necessary to have meetings, etc.

· Organize business trips – accommodation, transport, appointments with customers, etc.

2. Administration

· Type letters, faxes and memos for departmental managers & Handle mail.

· Take minutes at requested meetings

· File documents and correspondence

· Arrange meetings with suppliers and customers.

3. Purchases, Production & Stock Admin

· Keep certain monthly purchase records up to date.

· Purchase all admin supplies within budget determined by Financial Assistant.

· Receive purchased goods (admin supplies, workshop or lab purchases) and compare delivery to invoice or delivery note and sign for receipt of goods.

· Keep customers and suppliers address list up to date.

· Liaise with production to ensure Bill of Materials are correctly filled in.

· Receive of Bill of Material/Recipe from production.

· Capturing of relevant Bill of Material/Recipe on Pastel Evolution or Xperdyte Manufacturing System.

· Perform checks to ensure capturing of Bill of Material/Recipe is accurate and correct.

· Capturing of consumables issued on Pastel Evolution

· Capture transfer of stock between various warehouses on Evolution

· Weekly checks of manufacturing General Ledger accounts to ensure in balance

· Month-end reconciliations of General Ledger and various stock items.

· Perform general administrative duties, including filing, document retrieval etc.

· Processing of destruction certificates.

· Assisting with monthly and annual stock take.

4. Samples

· Receive samples, specification of samples and the destination from the Quality Manager and arrange the sending of samples to clients or external laboratories locally and oversees.

· Organize transport, issue pro-forma invoices and the waybill/air waybill, correspond with courier and client and follow up if sample reached its destination.

· Reconcile courier account.

5. General

· Record the processes and procedures applicable to your work, keep it up to date and give it to the Branch Manager approval. A copy of the approved procedures must go to the ISO facilitator.

· Ad hoc general admin duties required by management.

· Do everything in your power to promote and develop the business of the employer and serve the employer faithfully and honestly and use reasonable care and skill in the performance of your duties.

· Obey all lawful and reasonable instructions and perform such work as you are directed to perform which falls within your vocational ability regardless of whether or not such work falls within the scope of the post to which you are appointed.

Candidate Requirements

– Educational: Diploma Advantageous

– Experience: 1-3 years

– Special Skills:

o Thorough and accurate with strong admin, numeracy & organizational skills

o Independent and the ability to show initiative and keep confidentiality

o Strong interpersonal and communication skills

o Neat & presentable and demonstrate strong professional attitude and behaviour at all time

o Strong Customer Service & problem-solving skills

o Ability to prioritise and manage time effectively to deadlines.

o Strong computer literacy, especially with Excel and Word, Outlook, Power Point

o Fully bilingual in Afrikaans & English with additional African language an advantage

o Pastel Evolution experience a definite advantage

o Manufacturing program experience a definite advantage

o Above average ability to learn and understand systems

o Excellent attention to detail

o Above average ability to learn and understand systems

o Able to work under pressure and adherence to deadlines

Apply Now


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