Executive Secretary (Executive Secretary)

• Assisting with all admin work, travel and new customer liaise.
• Send of statement to customers and make sure payment are received and allocated from customers.
• Daily calls, emails and invoicing, delivery notes and filing of all month end.
• Insuring that all emails were  sent and read on behalf of the CEO
• All claims, accounts and payments were done by me
• Insurance, Medical Aid and any other claims were done
• Minutes to be taken in new customer meetings
• Stationery control/ weekly office Consumables
• Required communication to customers
• Orders entered onto SAGE
• Invoicing on SAGE
• Statements sent to customers on SAGE

• Making sure that all weekly meetings are setup, attending all meetings, taking minutes as well as prepping the board room before and after every meeting.
• Assisting helping accounts do orders in order to allow no customer to wait, as well as making sure the correct delivery not is attached to the correct invoicing as well as making sure all filling is up to date.
• All Travel and flights for the year to been seen through throughout the year and booked or change accordingly.
• Board papers and all meeting packs to be prepped before every meeting.
• All events to be planned from start to finish as well as ensuring the correct amount of people were catered for. Stationery and all consumables ordered on weekly basis as well as ensuring The CEO cars were booked in timeously for required services or repairs. All currency to be booked and checked before Travel date.
• This role had to be consistent as well as make sure that where necessary took own initiative to get the required job done.
• Dedicated team players as well as knowing when it’s time to get done what was needed to get done, it got done correctly and effectively.
• Hard work always pays off, however every now and then we need to work together in order for the entire company to benefit from the hard work set at hand.

Responsibilities:

• Insuring that all emails were  sent and read on behalf of the CEO
• All claims, accounts and payments were done by me
• Limit increases were done weekly
•  Weekly Costing for all air/sea freight was captured and sent through to relevant persons
• Insurance, Medical Aid and any other claims were done
• Minutes to be taken in all meetings
• Staff birthdays, year-end or any other event planning
• Stationery control/ weekly office Consumables
• Insuring that all Expos were managed correctly from start to finish
• Required communication to customers/staff
• Orders entered onto SAGE Pastel
• All travel currency booked and checked timeously

• Ensured all client files had the necessary documents in, all documents that needed client signature were marked correctly
• Assisted with all online inserts of client’s details or any updated information.
• Assisted with client queries and ensured that turnaround time was no longer then then required time.
• Monthly deadlines had to be met and weekly meetings were one to make sure client files were prepped beforehand
• Client files needed to be prepped two days before meeting.

Responsibilities

• Met with my team to ensure all files were prepped for the meetings
• Liaised with clients ensured sure they were still happy
• checked up on all files brought back, necessary action was given as per the client
• Regular training to make sure that as team we all adhered to the Barclays regulations

• Worked directly with the General Manager and also assisted with any other admin based queries or duties when assistance was needed.
• Booked of meetings and event in General Manager Calendars
• Read monitored and responded to emails
• Prepared Correspondence on behalf of the GM
• Set up events and all Town Hall
• Planned and organised events,
• Organised travel and prepared complex travel itinerary for all EXCO members as well as the GM and staff, travel recons
• Created Purchase Orders on Sap and having them signed off and approved
• Arranged and ran with the Road shows and doing set up at all venues
• SHE Rep for Admin block
• Managed all duties within Admin block and attended to all health and safety issues within Admin block
• Attended all OPS meetings and took minutes
• Drafted all communications and prepared presentations
• Managed Admin Staff and ensured all rules and regulations were adhered to
• Bought of all consumables
• Assisted the marketing department, made sure all branding was per Head Office SOP, sending all proof copies and got the go ahead to print all branding.
• Assisted Marketing department with road Shows, including travelling and doing set up
• Managed and reviewing filing and office systems
• Ensured all admin Office was seen to and all other responsibilities were done
• Sourced storage facilities for all documentation within the company and making sure all filing and labeling on boxes were correctly marked and filed
• Flights for all staff as well as Board members and Exco members arranged accordingly.
• Board packs were correctly sorted, bound and sent accordingly.
• Assisted Marketing department in all branding and SOPS regarding branding, ensuredsure all proof copies were sent and signed off before printing
• Assisted with Road Shows and ensured that all was set up on the da,
• Daily Evacuation training was done to ensure all staff understood the importance of Emergency Exits as well as what to do in case of and evacuation.
• Weekly staff meetings with guidelines to assist staff on how to work in a safe but friendly environment.

Procurement- (Buying)

• Confirmed on prices of all oil purchases for the day
• Created and sent all contract for customers
• All contracts recorded on excel documents, showed tonnage and priced in order to see when contract ended
• Signed and sent all documents for Oil containers, banks copies, company copy and supplier’s copies.
• Bought of oil and negotiated prices
• Ensured sure all quality and safety policies were followed and signed off correctly for all oil purchases
• All contracts were created on SAP as well as extended and deleted if needed
• Checked and assisted with oils specs and quality
• Filed of all contracts and making sure the PO numbers are in order for auditing purposes
• Ensured sure all currencies had been locked

Sales

• Received orders and made sure all collection or deliveries were as per scheduled plan
• Gave customers pricing and also negotiated on certain volumes
• Made sure all payment on COD customers were in and proof of payments were sent to finance
• Deal sheets ( Pricing Log ) sent to customers monthly and given in to the Sales administrator to allow all pricing to put into SAP
• Forecasting sent monthly
• Sales reports
• Advertised promotions for certain customers to be done monthly
• Daily cycle visit to customers planned, customer visits were daily
• Visited with Innovations technical team to new and current customers and giving training on application and product knowledge
• Product specs and COA were sent to customers on deliveries or collections

Answered of switchboard
Booked appointments
completed all documents for customer training schedule
Liaised with customer
attended to queries
Customer invoicing
Completed all filing
Archived of all documents.
Pastel

• Checked/ Boarding Agent Malaysia and Delta Air lines, Gate Controller Delta airlines;
• Checked of all passenger travel documents before allowing them to boarding gates.
• Informed customs and controllers of any illegal documents or situations
• Provided passenger with relevant information, assisted passenger in all situations and circumstance, escorted unaccompanied minors.
• Met and greeted VIP passengers.

• All reception based duties
• Answer phones
  
• Processed of time sheets
• Petty cash
• Filed