Personal Assistant (Personal Assistant)

• Account Management of Creditor accounts
• Management, negotiation of IT creditor and supplier contracts, annual renewals
• Ensuring all office computer licences is renewed and paid in time for all office computer systems to work continiously
• Drafting of new inter-company forms
• Create Training manuals for SAP processes
• Creating Purchase requisitions for IT Creditor invoices (SAP)
• Creating Service Entries of the same invoices (SAP)
• Follow up payments on creditor invoices
• Stock Control of IT equipment movements on a register
• Ordering of new equipment
• Maintaining staff register for equipment to each user
• Assist with the company website maintenance, upgrading of the images and new projects.
• Drafting and distributing of all corporate and social company inter communications
• Drafting & updating the company’s digital signboard with business information
• Overseeing the regular monthly maintenance of the digital signboard
• Schedule meetings with new IT contractors for additional installations of equipment
• Ensure all new IT contractors comply to the NCP rules and regulations concerning medical and GRC matters as this is a National key point and hazardous chemical plant before commencement of any work.
• Assisting the Head of It with Ariscu tasks loaded – maintaining and updating regularly.
• Manage It technical team - ensure all tickets and requests are done timeously, paperwork for record keeping is done and updated.
• IT Capex management with all projects until completed and paid
• Ensure all Safety Talks are done with the office and sent to the Sherq department
• Assist in the IT auditing process

Preparing and sending documents to register, or deregister Trusts, Amend Trustees or Trust Deeds and requesting Letter of Authorities and original Trust Deeds at the Master of the High Court
Creating of new Summary and Working files for new clients
Updating and correcting exiting Summary and Working   files as well as all extra files of Trust clients
Assisting with Buy and Sell agreements, Contingent liability agreements
Drawing up Resolutions from financial statements for trust clients on all transactions, movements of finances and loan accounts of all Trust clients

Travel Arrangements
Administer all FAW related travel requirements;
Obtain competitive cost when making travel bookings;
Manage travel agencies / service providers including accommodation, car rentals, etc;
Receipt of correctly completed travel applications;
Ensure applications remain within approved expense cost as per travel policy;
Booking of travel and all related requirements;
Reconciliation of all travel related accounts (invoices vs statements) monthly;
Ensure cost remain within set budgets;
Submit monthly report on all travel related financials as well as notable occurrences / reportable matters

Staff Welfare, Cleaning And Stationery
Maintain sufficient stock levels of water, groceries and cleaning materials
Ensure monthly orders are kept consistent and within budget
Ensure combined orders are done
Report on any deviations
Submit monthly report on quantities used, cost and trends
Remain within set budgets

General Admin
Fulfil all admin department requirements
Submit approved orders when required
Attend scheduled meetings, keep minutes and submit to manager with in one day after meeting for approval and distribution
Keep and maintain files for all service providers and suppliers
Ensure all relevant documentation for each supplier and service provider is kept on hand and ready for audit;
Ensure proper daily filing;
Keep updated file indexes;
Ensure all monthly reports are received from other departments / branches as may be required for the Admin Department;
Follow-up on outstanding reports;
Keep head office notice boards update with relevant notices received;
Comply with and adhere to any other work-related instructions as may be given to you from time to time;
Assist at reception

Complete HR Functions of a business i.e hiring staff, training, time sheets, salaries etc
Solely managing the entire business
Building client relations
Concluding contracts with dealers on Valet services
Delivering exceptional services to the public

Keeping electronic diary for the CFO and HR Executive
Screen availability and booking of all boardrooms on an electronic diary
Ordering of stationery and controlling stock in the stationery room
Ordering of groceries
Meeting and attending to all guests and Clients in boardrooms, setting up and offer beverages
Screening of Directors calls
Booking Director’s vehicle in for services
Ordering of all business cards and letterheads, and all other stationary
Typing of all correspondence for Directors
Preparations and compiling of Board Packs for Board meetings and Exco meetings
Assistance to the Training department of HR with training manuals and creating new portfolios
Typing, proofreading and correcting of SOP’s
Assisting with events planning and co-ordination of all functions including year end, Directors special functions, Employee of the year.
Take complete control of all company cell phone contracts i.e. completing investment approval forms, ordering of phones and sim cards, work out different package deals for different staff members
Sending faulty phones in for repairs and follow up on the status of the repair
Setting up of conference calls between directors and nationally as well as internationally
Assisting with all travel arrangements nationally and internationally, i.e.  flights, accommodation etc.
Drafting of presentations for meetings
Liaising with P/A’s, Directors, managers and colleagues of our international regional branches on a regular basis regarding branch meetings, training, interviews, conferences, conference calls and video conference calls
Assisting with expense claim forms for directors

Keeping electronic diary for the MD
Screen availability and booking of all boardrooms on an electronic diary
Wage allocations
Ordering of stationery and controlling stock in the stationery room
Ordering of groceries
Meeting and attending to all guests and Clients in boardrooms offering beverages
Screening of Directors calls
Booking Director’s vehicle in for services
Ordering of all business cards and letterheads
Typing of all correspondence for Directors
Managing cleaning employees

Assistant to Project Manager
Assist in sending tenders to Consulting Engineers drawn up by the Project Manager
CCS Candy – Construction computer software system used for sending Tenders and controlling the projects.
The system was very user friendly by adding all information i.e details of the project, duration days for several aspects following each other to completion of the project which could be adjusted as moving along.
Liasing with all sub-contractors o ongoing basis whilst the project is in process up until completion

Example of 1 project – Dam built by Frazer Alexander
Enviroserv client at Holfontein Springs (Toxic waste site)
Controll the project from blasting, cleaning the area, adding the dam lining, pipes, grasing etc.
Subcontractors: Heyderych & v.d.Nest and Energetic Materials

Creating technical proposals for the Sales Team
Drawing up several different spreadsheets on Excel and converting them into graphs
Keeping record of the attendance register
Logging APT’s of the sales team and recording it on the system and placing on the notice boards
Creating orders on the JDE system for the workforce payments of staff to be approved
Filing, relieving of the switchboard (Cisco system)
Collecting new signed on customer info and combining into a contract booklet for the company as well as the customer
Recording of overtime on spreadsheets
Creating new customer files for the office
Completing customer incentive program sheets on Excel
Keeping record of customer visits and prospects from sales team
Assisting General Manager PA with organization and management meeting necessities eg. ordering of food, drinks and the setting 

Keeping electronic diary for all Directors
Screen availability and booking of all boardrooms on an electronic diary
Take complete control of all company cell phone contracts i.e. completing investment approval forms, ordering of phones and sim cards, work out different package deals for different staff members
Sending faulty phones in for repairs and follow up on the status of the repair
Keeping record of the monthly Vodacom billings on a spreadsheet
Printing and distributing all Nedfleet statements (fuel statements) to staff, ensuring all statements are returned, signed, slips attached and send through to HR for payroll purposes
Keeping record of all printers, contracts, SLA’s, maintenance agreements, monthly usage and costs on a spreadsheet
Ordering of stationery and controlling stock in the stationery room
Ordering of groceries
National and international travel arrangements, i.e. flights, accommodation and transport
Meeting and attending to all guests and Clients in boardrooms offering beverages
Screening of all Directors’ calls
Assisting the CFO with his expense claim forms
Booking Directors’ vehicles in for services
Ordering of all business cards and letterheads
Typing of all correspondence for all Directors

Assist Manager with daily routine tasks
Updating the diary
Screening of Manager’s e-mail inbox
Handling all queries
Assist General Manager’s PA with travel arrangements when deemed necessary
Assist with reconciliation of Fill-to-Fill reports of the fleet
Preparation of weekly wages to be signed and sent to Head office
Preparation of monthly fuel claims (salaries) of Contract Managers
Keeping track of all Sub-contractor vehicles used on a schedule
Preparing load confirmation and purchase requisitions for them
Requesting order numbers for those from the accounts department and Head Office
Keeping track of all Skynet – 12 scheduled as well as non-scheduled routes Sub-contractor vehicles, and hired vehicles as replacements
Keeping record of the National Linehaul contract – 32 scheduled routes (National efficiency report), Sub-contractor vehicles and additional hired vehicles
Obtaining order numbers for them from the accounts department and Head Office
Preparing of the National Invoicing of above routes – containing C&D km, monthly rates, specials, costs and revenue done for the month, penalties charged and paid on late departures and arrivals from and to destination
Preparing final documentation of Management Pack Info of the Linehaul contract before binding

Handling of all Dr’s personal household tasks and correspondence
Reconciling Dr’s bank statements
Requesting instrumentation quotes from Suppliers for neck and back operations
Debtors and creditors
Banking
Petty Cash
Attending to walk-in patients
Attending to fax, phone, theatre, hospital and ward queries and requesting authorisation numbers from Medical Aids
Reconciliation of Medical Aid statements
Month-end close down and reports
Typing of all motivation letters, reports for Dr’s patient letters and all correspondence
Handling overdue accounts with WCA claims
Assist in travel arrangements
Dr’s diary planning
Paying all creditors
Hospital bookings for patients
Emergency admissions
Creating new patient files
All filing
Ordering stationery
Arranging discounts on instruments for patients with limits at Medical Aids
Buying of all groceries at the office
Handing overdue accounts to Debt Collectors
Booking appointments
Creating of all operation and appointment accounts

Debtors and creditors
Assessment of medical aid remittances
Doing complete cahs-up of all tills at the end of each day
Controlling account payments
Ordering of stationary

Claims Administrator
Pre-assessing and assessing of doctors claims
Sorting of claim and batch numbers of processed claims
Researching for wrong paid claims
Relieving of switchboard
Posting of CQs

Call Centre
Assistance with account queries
Assistance with benefits
Changes of members personal details
Changes of medical plans
Arranging membership
Cards and medicards
Giving reservation numbers to pharmacies and doctors for services rendered to ensure payment

P/A Claims Manager
Typing of all correspondence
Assisting manager in all daily routine tasks
Scanning and batching of claims
Indexng of all correspondence
dealing with walk-in clients
Dealing with telephone queries and e-mails

Secretary to Hospital Department
Dealing with hospital queries
Giving authorisation numbers to members and hospitals
Dealing with chronic medication queries
Typing of all correspondnece
Dealing with Medicredit and CMD
Assisting claims manager with daily routine tasks
booking the boardroom for meetings
Dealing with e-mail queries