Operations Secretary

Our client in the FMCG/Retail Sector, based in Ormode (Gauteng), is currently looking to employ an experienced Operations Secretary.

An awesome career opportunity awaits.

Requirements:

• Minimum Grade 12.
• Administration qualification will be advantageous if the person has such skills.
• 5- 10 Years’ Experience as a Minimum in the role of a Secretary for an Executive level of Management.
• Computer literacy (Strong Excel, Word, and Outlook skills).
• Basic administration processes (including filing and record keeping).
• Must have own reliable transport.
• You need to be highly organized with high levels of resilience.
• Have above average writing skills and have a methodical and systematic project management approach.
• Professional with a friendly and approachable personality and a willingness to help others.
• You need to have a passion for people, need to build relationships with both internal and external clients.
• Have the ability to multitask and have accuracy in achieving the tasks.
• Excellent communication and liaison skills (Face-to-face, written and over the telephone).
• Retail background/back-office administration experience will be highly advantageous.
• Basic accounting would be preferable but not compulsory.

Responsibilities and expectations but not limited to:

• Managing Operational Teams Daily, Weekly and Monthly Diaries - when required.
• Executing of Personal Assistant Duties for the Directors of the business as specified.
• Ensuring the Operational Teams deadlines are met by proactively addressing reminders and ensuring teams meet deadlines.
• Executing processes on logistics management, time management and deadline driven approach.
• Managing bookings of travel, logistics of couriers, deliveries of service providers and supplier/service level agreements are met.
• Managing invoicing and quotations from Suppliers/Third Parties for approval and payments through to Finance.
• Management and processing of Field management expense claims, ensuring timeously paid and accurately paid.
• Ensuring Compliance on Legal issues, Insurance requirements and Governance is met through timeous execution and delivery of tasks.
• On a relieving basis, relieving the Office Manager and Reception area when required but on an Adhoc basis.
• Answering of All Calls coming in through the Switchboard, the ideal person should have above average telephone skills.
• General administration and Filing in the office for the office team.
• Assisting the marketing department with coordination if required.
• Travel arrangements including flights, car hire, parking bookings at the airport and accommodation bookings across the country.
• Processing quotes/invoices and expense claims on the company portal and following up on approvals and payments for general office payments, accommodation payments, vehicle licensing payments, as well as Capex payments for Head Office and the stores.
• Assisting Head Office and the stores with ordering printed stationery, which includes GRV books, claim books, sundry order books, etc.
• Completing Credit Applications when required.
• Assisting HR and Payroll with Administrative queries.
• Ordering uniforms for Head Office staff.
• Will be required to relieve for the Office Manager or other Dept Secretaries.

Please note should you not receive a response within two weeks of applying please consider your application unsuccessful.