Freight : Sales Co-Ordinator From 2021-03 To Current
Duties
Update of CRM system with new sales leads.
Assign new leads to sales staff
Update CRM with leads from Sales / KAMs not yet in system.
Customer training
Compile all tender documents as requested by Sales person / National Sales Manager.
Gather all the relevant information required to compile a proposal for client.
Obtain Credit Application and documentation from client and submit to Finance.
Update credit application register, (approved / declined)
Compile sales package for Sales and KAM staff when visiting new clients
Managing the National Sales Manager / Sales and KAM's electronic diaries
Prepare presentations
Ordering of stationary and office equipment
Minute of meeting: Monthly meetings, Suppliers, Shipping Line, Origin, Client Meetings
Compiling and execution's of daily planner
Monitoring of Sales people
Update Pipeline reports and monthly sales master document.
Freight Forwarding : Executive PA / HR Administrator From 2015-08 To 2020-05
Duties
Executive PA
Responsible for Reception area.
2 x Reception ladies reporting into me.
Incumbent provide main support to 2 Senior Executives (CFO and CEO).
Executive time management (Calendar, appointments, meetings, etc.)
Dealing with day to day operational duties (e-mails, messages, screening of calls etc.)
Monthly updates and assistance with:
CEO report for Group EXCO
Company profiles
Staff counts organogram, Company organograms and organograms
Presentations for various departments
Monthly travel arrangements for CEO, CFO, Senior Management and staff
International Travel arrangements:
Flight travel estimation – assistance through travel agent
Book flight ticket once approved
Invitation letter for Visa application
Complete questionnaire online Visa application,
Confirm suitable date for Visa interview at embassy
Arrange Travel Insurance
Arrange transportation between airport and hotel
Arrange Forex
General office administration:
Submit Discovery claims – Executive Management
Upgrade of Management Cell phone contracts and company cell phones
Monthly carbon emission reports (distance and fuel usage)
Submit monthly ABSA credit card statements to Managers and payment to accounts.
Complete capex / opex on GEM system when required (i.e. computer equipment, new vehicles, cell phone reimbursement etc.)
Expense claims for CEO, CFO and Senior Management
Ordering of promotional stock and operational files, business cards, corporate clothing, ordering of flowers and gifts when required.
Arrange and co-ordinate long service awards, year-end functions and cocktail evenings.
Collating / distributing monthly Management reports for EXCO Monthly Operational Meetings.
Minutes of Meetings:
SG Agility EXCO Meeting, ISO Meeting and quarterly Employment Equity meeting etc.
Management and Ad hoc reporting as required.
Keep diary of Executive Boardroom bookings
Arrange monthly / quarterly meetings with health consultant (medical aid queries)
Arrange yearly wellness days
Arrange ACSA permits (Airport) for staff
Ordering of stationery
Welcome visitors for meetings
HR Administration:
Keep company policies and procedures updated
Submit monthly HR Report to Head Office
Submit monthly EE comparison, EE stats and new employees and terminations
Submit Yearly Employment Equity Plan to DOL – EEA12 and EEA13.
Submit and update People Wise report for Agility Kuwait
Monthly payroll input (Sundry, AOD’s, ABSA in & out fuel, Overtime and branch credits)
Approval of leave on VIP ESS system, forward leave balance report monthly to Management and monitoring of leave forfeiture
Apply for Disability benefit – (Lump sum / monthly disability) complete disability forms, request doctor’s reports, monitor payment of disability claim outcome.
New appointments and terminations:
New: Drafting of vacancy template / internal announcement
Criminal check
Dummy payslip
Complete Recruitment motivation form and BEE motivation form
Prepare Letter of Appointment and dummy payslip
Request an e-mail account (Agility on intranet and e-forms)
Submit new appointment on Agility people wise database
Request an ID account for Cargo Wise and Control.
Arrange new medical aid application or transfer of medical aid
Request business cards, fuel cards (Management and Sales appointment)
Welcome pack (personal info, tax no, proof of banking details, copy I.D, access tag)
Prepare Pension / provident fund documentation / transfer
Termination: request signed resignation letter (employee and manager)
Request and prepare exit pack
Advice final salary date
Cancel ABSA fuel card and ABSA Credit card
Terminate e-mail accounts
Terminate employee on Agility people wise database
Terminate Compu Clear account
Arrange for transfer or cancellation of medical aid
Request any outstanding AOD’S, Training
Prepare transfer / payout of pension / provident fund
Request certificate of service and UI 19 from payroll
Assist with deceased (DHA – 1663A form, affidavit, bank statements, death certificate and certified I.D) and disability claims
Consultation with various HR queries.
Monthly recording of job specifications and maintenance of Employee database (i.e. grading B-lower etc.)
Assist with performance management documentation (KPI’s – April and October), bonus and increase schedules and letters.
FMCG : Personal Assistant to the Managing Director From 2014-06 To 2015-05
Duties
Chemical : Personal Assistant From 2011-03 To 2014-06
Duties
Maintaining the Managing Directors' dairies.
Screening calls and Visitors.
General office administration and typing.
Minute taking (when required).
Preparing presentations.
Managing travel arrangements; - Flights, Accommodation and Car Rental (in the most cost effective manner).
Drafting - Quality Control Plan, Method Statement and Dolly reports.
Coordinating meetings.
Liaison between Managing Directors' and Management.
Submitting medical bills to the medical aids.
Managing duties of two Cleaning Ladies
Ensuring that Boardrooms are kept in order and refreshments are ordered.
Ensuring all IT, computer, printers and copiers are maintained and in working condition.
Purchase monthly office grocery requirements.
Order Office stationery.
Compiling marketing literature (Civils and Pipelining).
Updating of Customer relation data base (Maximizer)
Arranging Customer Training Courses:
Confirm the attendance.
Ensure study materials are available.
Prepare training room.
Prepare tea breaks and lunches.
On completion of course, I prepare the Certificates.
Planning and Co-ordinate Christmas Function and all Workshops (Decor, Invitations, Catering, Set up and Gifts)
Skills:
Telephone skills
Planning and organizing
Information seeking
Typing accuracy
Accuracy and attention to detail
Manufacturing : Customer Services / Sales Administrator From 2008-10 To 2011-02
Duties
Chemical : ISO Secretary and Personal Assistant From 2003-07 To 2008-10
Duties
Maintaining the Managing Directors' dairies.
Screening calls and Visitors.
General office administration and typing.
Minute taking (when required).
Preparing presentations.
Managing travel arrangements; - Flights, Accommodation and Car Rental (in the most cost effective manner).
Co-coordinating meetings.
Liaison between Managing Directors' and Management.
Managing duties of one Cleaning Lady.
Ensuring that Boardrooms are kept in order and refreshments are ordered.
Purchase monthly office grocery requirements.
Order Office stationery.
Compiling marketing literature (Civils).
Updating of Customer relation data base (Maximizer)
Arranging Customer Training Courses:
Confirm the attendance.
Ensure study materials are available.
Prepare training room.
Prepare tea breaks and lunches.
On completion of course, I prepare the Certificates.
Skills:
Telephone skills
Planning and organizing
Information seeking
Typing accuracy
Accuracy and attention to detail
Internal Sales:
September 2006 - November 2006
Duties:
Responsible for Internal Sales functions.
Daily Order processing received via Telephone, fax.
Communicate with Customers on a day to day basis, dealing with all queries in a helpful proactive and responsive manner.
Ensure all goods are sent out correctly as per invoice.
ISO Secretary:
July 2003 - August 2006
Duties:
Update, issue of ISO Quality Manuals, Procedures and Work Instructions.
Preparing reports and taking minutes for ISO quality and management meetings.
General office administration and typing.
Represent company at External SABS and internal audits and presentations.
Restaurants : Manageress From 2001-03 To 2003-04
Duties
Attorneys : Legal Secretary and Debtors Collector From 2000-09 To 2001-02
Duties
Customer Liaison.
Debtors Collecting.
Dictaphone Typing.
Attorneys : Legal Secretary From 1999-03 To 2000-08
Duties
MVA Claims.
Customer Liaison.
Dictaphone Typing.