Secretary Team Assistant Vacancy In Staffgrid

Hiring Organization / Company: Staffgrid
Basic Salary: To Be Discussed
Employement Type: Full-Time



Job Details:
Key Responsibilities
Accountability: Administrative assistance

Manage the diary of the direct line manager, reminding him/her of future commitments and matters requiring attention.

Organise meetings and functions for the team including logistics arrangements such as venues, menus, travel arrangements, etc.

Liaise with the in-house travel agent to do travel bookings for team members for domestic and international trips and follow the required travel approval process.

Participate in team meetings to take minutes of the meetings. Ensure that minutes are
typed, approved by the meeting chair and distributed

On request from any team member, print and bind presentations or newsletters or other material.

Take charge of office moves for team members including liaison with building management and IT.

Take charge of general office administration including ordering of stationery and groceries, restocking printers etc. Ensure that adequate reserve stock is ordered.

Build and maintain a contact database for the team and ensure that data is kept current.

Maintain project documentation for departmental projects on request. Ensure that documents and reports are adequately completed by team members.

Maintain files for team documentation.

Record and relay telephone messages for team members who are out of the office.

Type correspondence, management reports or other documents on request from the line manager or any team member.

Arrange catering for team events as requested. Ensure that the line manager approves orders prior to placing them.

Ensure that the team's pause area is kept neat and clean by following up with cleaning staff.

Receive, open and distribute mail after logging the items according to the set procedures.

Arrange documentation to be sent to archives and retrieve documents from archives when needed.
Accountability: Account and cost maintenance

Based on requests from team members, request quotes from approved suppliers and generate purchase orders.

Follow up with vendors for the delivery of items. Check the invoices against items received from vendors.

Obtain signoff on invoices from the cost centre owner and submit to accounts payable for payment. Follow up with accounts payable when vendors advise that they have not been paid.

On a monthly basis, review entries passed against the department's cost centre. Investigate and resolve any unknown entries with the Accounts Payable department.

On a monthly basis, request team members to submit supporting invoices for corporate credit card expenses. Complete the reconciliations obtain the individuals signoff and submit for processing.

On a monthly basis request cost centre reports from Finance. Check the budget run rate and highlight all over and under-spent items to the cost centre manager.
Competencies

Deciding and initiating action

Learning and researching

Entrepreneurial and commercial thinking

Relating and networking

Adapting and responding to change

Persuading and influencing

Creating and innovating
Minimum Requirements
Qualifications

(NQF level 4) : Grade 12

Office administration diploma

Good Matric pass with English

At least 2 years working experience in an administrative role
Preferred Requirements

Preference will be given to South African Citizens and Permanent residents of South Africa in possession of proof of permanent resident status.



Job Location Information:
City: Durban
State: Zn
Country: Za
Location: Durban, Kwazulu-natal

Date Posted: 2021-05-04
Job Listing No# : 39673


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