PA to Director / Sales Co-ordinator (Admin)

• Office duties :

• Travel Bookings domestic & International

• Manage Company Cars

• Manage Office keys, safe etc.

• Take Meeting minutes

• Completing Vendor applications have done a few for Engen, SFF, Astron etc

• Leave applications will come to me I will ensure its not affecting projects before it get approved.

• Arrange Courier service when needed

• Maintain the office condition and arrange necessary repair

• Order stationery & groceries

• Printer (arrange services, setup for staff & request ink when needed)

• Plan all events.

• Report :

Report weekly to the financial director regarding the accounts

Report on open jobs, an estimate when jobs will be completed and invoiced

Report to the director of current sales we took in for the week, month & quarter.

• Software Installations :

• Assign the installation case to the relevant technician.

• Create an Install pack with all necessary documentation.

• Accounts:

• Handle all account queries and manage customer accounts

• Have understanding of accounting.

• Doing credit checks when opening new accounts. (Verifying all documents)

• We have a weekly meeting with the financial director where I provide feedback on the overdue accounts and discuss a way forward.

• Collecting and following up on outstanding accounts ensure all accounts are paid on 30 Days

• Doing Quotes, Costing & send for invoicing

• Makes follow-up calls during the month to ensure account is up to date.

• Petty cash

• Adoc:

• Assisted in Parts division to learn more about the business.

• Stand in for project management when needed.

Directors Tasks :
• Manage Calendar and schedule meetings as needed.
• Perform internal and external office communication with a follow up email.
• Screen and route all incoming calls.
• Assisted when needed to review, edit or format drafts.
• Did research on topics needed.
• Scheduled special events for Director and Staff
• Take Meeting Minutes when needed
• Donging monthly expense claim forms
• HR / Accounts Manager:
• Assisted with day to day tasks
• Assisted with HR file and gathered all the information needed.
• Ensure compliance with HR Policies and procedures.
• Maintain employee confidence and keep HR information confidential.
• Assisted with looking at all the staffs wellbeing
• Helped with recruitment gathered a few CV’s, had the 1st interview with few candidates and will
list the top 5 candidates to meet with HR & Director.
• Assisted with any other duties on a daily basis as assigned.
• Take Meeting Minutes when needed and ensure employees to sign for record keeping.
• Leave approval
(forms come to me and I will see if they have leave available and will go to direct manager to sign
off.)
• Accounts:
• Sending statements
• Doing invoicing
• Debtors (Collecting and following up on overdue accounts.)
• Determines which accounts are overdue and Hand over to Debt Collectors after 90 - 120 Days.
• Handle account queries
• Petty cash
• General Office Duties :
• Travel Bookings domestic & International
(Book flights, Accommodation, car rental & meals)
• Manage Company Cars
(Book services, sign in and out, monitored all dents and scratches)
• Manage Office keys
• Take Office Meeting minutes (Send it out via email on the same day)
• Fill in & Submit Vendor applications
• Arrange Courier service
• Quotes
• Maintain the office condition and arrange necessary repair
• Stock take and Order stationery & groceries
• Printer (arrange services & request ink when needed)
• Dealing with correspondence, queries & complaints and hand over to relevant manager.
• Supervise and monitor reception & cleaner.
• Create calendar invites for staff meetings / Lunches etc.
• Provide assistance to all staff as needed

• Running Technical Support Desk:
• Make sure everything run smoothly.
• Log support cases.
• Make sure all cases get resolved in certain time frame.
• Ensure we have support technicians on the support desk at all time.
• Handle all queries and escalate to relevant staff or manager.
• Assign installation case to the relevant technician.
• Create welcome pack with all necessary documentation for new customers.

Reason for leaving: Retrenched (Due to financial economical reasons)
Reference : Lynn Clark (HR/Accounts Manager) : 011 663 2600