Office Assistant / Girl Friday

SUMMARY:
Office Assistant required for our Client who specializes in the design, manufacture and supply of heat exchangers, thermal equipment and process plants.  The role will be based in Wynberg, Sandton and is ideally suitable for candidates with good all round office administration and support experience with a professional approach and strong attention to detail.

POSITION INFO:
Duties and Responsibilities:

• Switchboard – must screen calls before transferring to the relevant person.
• Greeting all visitors in a professional manner.
• Scanning, photocopying for the accounts department and contracts department.
• Assisting other personnel administration, making necessary phone calls, scheduling appointments when necessary, as well as booking hotels and flights.
• Assisting with foreign travel – i.e. liaising with travel agents regarding flights, visas requirements, travel requirements, booking medicals if necessary.
• Filing and scanning all contract waybills and then saving the POD’s to the different contract folders. Enter the waybill numbers in the CW or SW spreadsheets.
• Processing all customers vendor documents. Submit to customer and follow-up.
• Complete supplier credit applications. Submit to supplier and follow-up.
• Completing all general request for information forms for tender purposes or contract purposes.
• Sending customers documents they would require e.g., BEE certs, workman’s compensation.
• Ordering stationery and maintaining stock thereof.
• Archiving old contracts and enquiries.
• General assistance in the office where required.
• Searching for contract files when needed or assisting with finding information relating to old contracts.
• Capturing of GRV’s and stock requisitions onto Excel.
• Assist with stock take twice a year. Capture information on the stock program (Excel).
• Obtaining freight quotes from various shipping agents sea and air or road transport quotes for tender or contract purposes.
• Handling freight of foreign suppliers – consolidating orders placed onto the foreign suppliers if possible, keeping track of ETA’s on all foreign supplier orders using Excel.
• Downloading the information for time and attendance and updating the program (Excel).
• Document control-via email or on a doc control system.
• Property management - supervising 2 staff members and managing the entire property and ensuring that all queries are resolved in a timeous manner.
• Scanning and copying databooks. Book it into the system via the PC and manually and filing in the databooks cupboards.
• Google ads-weekly basis on a Thursday and send to relevant personnel.