Manufacturing of Pumps : Personal Assistant From September 2000 To May 2001
Duties
Screen calls
Allocate enquiry numbers for each new quotation
Enter job numbers against enquiry numbers when orders received
Typing of quotes (± 12 per day)
Typing of minutes for sales meetings
Enter enquiries - quotes on an Excel database which I initiated and created sales reports per product - area - salesman.
Create graphs on a monthly basis to view performance per product and to monitor actual against budget.
Prepare PowerPoint presentations
Create production flow charts on Excel to keep track of all major jobs
Attend production meetings.
Scanning brochures and copying onto cd
E-mail - Internet browsing on MS Outlook
Housing Development : Secretary From October 1997 To July 1998
Duties
Switchboard
Screen calls
Typing of letters - correspondence
Faxes
Filing
Manage diary
Payment & reconciliation of accounts (Personal & company)
Deposit cheques
Travel & accommodation (Local & International)
General secretarial duties
Retail - Wholesale : Personal Assistant From March 2007 To March 2008
Duties
Screen Calls, handle enquiries that need not be escalated
Manage diary: Make appointments & plan diary.
Screen calls and re-direct to relevant departments
Taking minutes
Preparation and distribution of quarterly board packs
Handling all travel arrangements (Local & International)
Time Management: Prioritising daily duties.
Prepare PowerPoint presentations
Typing of documents on MS Word MS Excel
Supervised Cleaning ladies
Supervised Switchboard Operators-Receptionists
Collated all information pertaining to salaries entering in onto an Excel spreadsheet (e.g. Normal and overtime hours worked, loans, commissions, leave and any salary changes) to be sent to outsourced company that handled the salaries.
Dealt with staff queries regarding any salary, MIBCO or Medical Aid issues.
Typing distribution of Policies and Procedures
Liaising with branch managers
Maintaining Personnel files
Manufacturing : Personal Assistant From March 2003 To February 2007
Duties
PA - HR Administrator
Screen telephone calls
Manage diaries on MS Outlook
Liaise with Travel Agent re flights & Accommodation
Taking Minutes
Arrange Office Functions
Typing of: E-mail communications, minutes, letters, faxes, reports, general correspondence
PowerPoint Presentations
Full salaries and wages function on VIP Payroll
Ensuring accurate calculation of all salaries - wages on VIP Payroll Software, preparation of transfer schedules.
Monthly Metal Industry Returns
Monthly PAYE-SDL-UIF Returns to SARS and payment thereof
Workman?s Compensation Claims
Monthly UIF Declarations
Payment and reconciliation of Travel claims
Completion of Statistical Returns
Handling of Discovery Medical Aid Queries
Assisted with all HR related functions
Updating Personnel files
Prepared Letters of Offer & Letters of Appointment
Update and maintain leave forms
Prepared Welcome Packs for new employees
Arranged Training & Development
Liaising with Personnel Agencies with regards to vacant positions and setting up interviews.
Retail - Wholesale : Personal Assistant From June 2001 To February 2003
Duties
Screen Calls
Manage diaries on MS Outlook
Prepare Board Reports
Type Minutes of Meetings
Typing of all correspondence
Worked on MS Word - MS Excel and MS PowerPoint
PowerPoint Presentations
Process invoices for payment
Process expense claims
Process leave forms
Travel arrangements ? Local & International
Deposited cheques
Arranged refreshments for meetings
General secretarial duties
Automotive - Motor Vehicles : Divisional Secretary From August 1998 To September 2000
Duties
Screen calls
Follow up on outstanding queries
Arrange lunches & functions
Travel & accommodation
Process cheque requisitions and follow up on payments
Determine commissions for staff on a monthly basis
Process purchase orders on Embrace
Order stationery
Typing of price lists
Typing & faxing of monthly and quarterly specials to Honda dealers
Typing of minutes
Mailmerge letters to dealers
Generate Dealer Rebates & monthly sales on Excel spreadsheets
Quarterly PowerPoint presentation for all departments
Prepare Board Reports for all departments
Input budget figures for all departments
Filing
Internet - E-mail on Microsoft Outlook
Retail - Wholesale : Personal Assistant From April 2008 To Current
Duties
Screen calls
Deal with E-mails, faxes and post
Taking minutes for General ROM meetings as well as ROM 1:1 meetings
Typing & Distribution of minutes
Arrange Meetings: venues, meeting docs
Manage diary: Make appointments and plan diary
Distribution of Divisional Announcements requested by Branch managers and ROM?s
Follow up on info required from ROM?s by due dates
Formulate sales results on specials (On spreadsheet)
Co-ordinate travel arrangements
Updating leave records
All general PA duties
Motor Industry : Secretary / HR & Payroll Administrator From 2020-02 To Current
Duties
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- Attend required meetings. Takes and transcribes notes/minutes. Types letters, memorandums, reports, etc., from dictated, handwritten, or other sources, and assists in preparing agenda and related material for Staff Meetings, etc.
- Organizes and maintains files and records, screen calls for Branch Manager
- Diary Management for Branch Manager
- Performs other related duties as required and assigned
- HR Administration
- Capture Leave Forms on SAGE ESS
- Update Employee details on SAGE ESS
- Deal with staff queries relating to salaries, leave, Pension/Provident fund, Medical Aid etc.
- Administration of New appointments, Terminations, Warnings
- Maintain Personnel files
- Create reports on staff attendance monthly (Clocking system)
- Order Groceries
- Order Stationery
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Electrical Manufacturing : PA / Commercial Coordinator From 2019-04 To 2019-10
Duties
- COMPILING OF DOCUMENTATION
- Month-end reports (Commercial / Tendering /
Marketing / Orders received)
- Assist with reports that tendering dept requires for management i.e. Conco / Eskom
- Typing of tenders (Minisubs / Indoor / Outdoor)
- Assisting with Data Packs
- Make up contract files / tender files
- Monitoring tenders lost
- Update the Indoor / Outdoor / Minisub / Aftersales database (for tenders)
- Loading of Indoor / Outdoor / Minisub orders, typing /e-mailing order acknowledgements and passing on to contracts engineers
- Preparing of marketing brochures as and when required
- Keep track of budgets versus orders and pass on information to the relevant parties
- STATIONERY AND PETTY CASH
- Order stationery as and when required
- Manage stationery stock on a daily basis
- Sending documentation via courier
- Deliver and collect mail from reception
- Keeping electronic brochures / manuals up to date
- Preparing of Product CD’s / USB’s
- Control Petty Cash usage for functions and orders
- Ordering adequate paper for photocopier machines
- Collection of visitors from reception
- Answering telephones and passing on messages
- Oversee the driver’s deliveries for the day and co-ordinate tenders that have to be delivered by driver as and when required
- Co-ordinate all tenders and write up on the notice board / file in the tenders waiting to be attended section
- Update month-end order spreadsheets
- Load tenders onto marketing system
- Completion and submission of vendor / supplier registration documents
- Checking websites for new and upcoming tenders
- Typing and issuing of departmental memos
- Requesting of board resolutions to submit with tenders
- Filing of tendering files/upkeep of the system
- General filing of all documentation
- Arrange lunches / teas / dinners for customers
- Updating of Customer Database
Construction : Executive Personal Assistant From 2008-09 To
Duties
- Personal Assistant tasks performed in a professional & confidential manner
- Calendar Management – Maintain, update & prioritise appointments
- Communication Control – Screen & prioritise incoming communication, address relevant queries & concerns within area of responsibility
- Customer/Supplier relations – Interact with internal customers/suppliers and attend to complaints/queries
- Stakeholder Relations – Interact with internal & external stakeholders in a professional manner
- Office Administration – Perform general office administration tasks as required (Filing, minute taking, etc.)
- Obtain and save weekly Ops reports from site for EO
- Extensive Travel Co-ordination – Book & coordinate travel for Head Office & sites as per the travel policy (flights, car rental, accommodation)
- Create requisitions on Buildsmart (CCS) Candy
- Process Invoices & GRN’s on Buildsmart (CCS)
- Financial Management in general – Identify cost saving opportunities (Stationery orders/travel etc.)
- Contract Administration
- Complete application forms for Letters of Intent & Construction bonds
- Follow up on return of performance bonds upon completion of contract
- Check invoices for bonds & prepare cheque requisitions for payment
- CIDB Registration
- Responsible for annual & 3-year renewal of company’s Construction Industry Development Board
- Obtaining all relevant documentation pertaining to renewal
- Completion & submission of application form, follow through until accepted by CIDB
- Complete & submit CIDB annual survey on projects completed
Manufacturing : Supervisor - Maintenance Contracts Department From 1988 To 1997
Duties
First 3 years with company:
Enter Maintenance contracts onto PC (In-house system)
Create interim invoices for contracts on system
Check daily reports ensuring all info is correctly entered
Deal with customer - credit control queries
Typing of general correspondence to customers
Next 5 years: Promoted to Supervisor - Maintenance Contracts Dept.
Monitor the flow of maintenance - Rental contracts
Set Bad Debtor?s flag on system
Execute Monthly & Quarterly invoice runs for contracts
Handle major customer & debtors queries
Deal with staff problems
Became a member of the ISO9002 Implementation Committee
Performed Secretarial duties for Service Accountant
June 1996 took internal transfer as Secretary to Stan Bagg, National Business Manager (Data & Networking Systems) and Peter Horn, Area Service Manager.
Screen calls
Typing and preparation of faxes, letters, memo?s, minutes of meetings
Follow up on outstanding queries with other departments
Electronic diary (Lotus Organizer)
Handled correspondence on electronic mail system: CC: Mail
Create Pie charts
Monitoring petty cash claims
Order stationery
Process and monitor vacation - sick leave for department
Process overtime sheets
General office admin duties
Company restructured and was approached by George Tokarczyk, National Projects Manager who offered me a position as secretary from October 1996.
Screen calls
Typing of letters, faxes, memo?s and minutes of meetings
Order stationery
Process vacation - sick leave for department
Manage diary on Lotus Organizer
Filing
Order Processing: Log all new orders in register ensuring all relevant documentation is attached.
Weekly spreadsheet on Excel reflecting order value intake
Switchboard relief once a week on Sopho1000 65 x 350 ext?s.
Engineering : Receptionist From 1987 To 1988
Duties
Reception
Sent Teletexes ? 40 to 50 p-day
Preparation and faxing of documents
Typing of correspondence
Switchboard ? AEI Henley 8 x 27 extensions
Service : Girl Friday From 1981 To 1987
Duties
The first 5 Years
Switchboard ? Lever 4 x 5 lines
Reception
Telex
Typing of invoices and other correspondence
Hotel bookings
1985 - Company sent me on a part-time Bookkeeping Course to Balance Sheet.
The sixth year:
Bookkeeping to Trial Balance
Cashbook
Journals
Remittance Advices
Petty Cash
Issuing cheques for suppliers
Wondercool Refrigeration - Boksburg
Girl Friday - Call Taker
1980 to 1981
Answering telephone
Reception (Receiving customers)
Taking messages
Completing call cards
Setting up appointments
Opening & sending of mail
Handling customer queries - complaints