The Main Purpose of the job: The incumbent will be responsible for assisting the Regional Manager with all administrative duties.
Education and Experience required: Matric / Grade 12Secretarial diploma / certificateA minimum of five years secretarial experienceFully competent in MS Office packagesSAP experience advantageousKnowledge, Skills, and Competencies: Excellent organizational, numeric, and administrative skillsAbility to multitask and priorities effectively whilst working in a stressful environmentExcellent interpersonal skills and ability to communicate at all levelsWell-groomed and professionalAbility to maintain confidentialityAbility to work flexible hoursKey areas of responsibility: Assistant to Regional Manager (RM) and Area ManagersResponsible to assist with all operational dutiesHandling confidential informationReceive visitors in a highly professional mannerTake telephone calls and messages for RM as well as AM's and communicate the messages prompt and correctly. Take own initiative to resolve issues in advanceOrdering of PPE for all contracts (uniforms, safety shoes, jackets, safety glasses, etc.). Follow up on Quotes, Purchase Orders, Invoices and Payments. Updating of all relevant information on MS Excel spread sheetOrdering of all monthly chemicals, consumables, and equipment for all contracts, ensuring that all stay in budgetFollow up on Quotes, Purchase Orders, Invoices and PaymentsDo the picking on SAPUpdating and printing of monthly time sheets for each Cleaner at each contract using SAPPrinting of monthly Dashboard Reports using Supercare Web Portal SystemBooking of monthly scheduled Capitec deep cleans on MS Outlook Calendar, following up on deep cleans and signed job cardsUpdating of deep clean schedule. Also, for non-prescheduled cleans e.g. floods.Following up on Learnership cost savings and updating of schedule each MondayCompile monthly J's, VI's and CN's (billing related documents)Update schedule of all created documents on billing schedule ("horror list")Update contract list and client list of all contractsTravel / accommodation arrangement.Arrange and co-coordinate meetingsTaking minutes of meetings and typing thereofSwitchboard reliever
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