PA Duties:
Prepare correspondence, reports, and materials for publications and presentations (marketing evenings).
Setup Execs travel arrangements Domestic & International (including and not limited to VISAs applications, Flights, accommodation bookings, chauffer or public transport etc.
)
Setup accommodation and entertainment arrangements for company visitors.
Maintain Execs calendars.
Ensure that Execs are kept fully aware of their diary commitments daily.
Prepare and maintain Execs expense reports (credit cards travel expenses).
Setup and coordinate meetings and conferences (year-end functions, sales conferences, launch events).
Letter writing, taking dictation, create transcribe, and distribute meeting agendas and minutes.
Preparation of all Agreements.
Answer telephones and handle queries in an appropriate manner.
Maintain hard copy and electronic filing system (All agreements, statutory, contracts etc.
)
Research, price, and purchase office furniture and supplies (furniture / stationary).
Accommodation booking for Company employees.
Liaise with suppliers.
Coordinate project-based work (Tenders etc.
)
Supervise support Staff (Reception, tea and cleaning ladies).
Devising and maintaining office systems to deal efficiently with paper flow.
Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives).
Handling of all insurance claims on the company policy and personal policy of Execs.
Handling Medical aid submission and all claims for Executives.
Handling all utility queries for executive.
Payment preparation for CEO and queries checking statement for correct amounts.
Keeping an electronic record of all company cell phone contracts and handsets.
Control the movement of assets and ensure procedures are adhered to.
Booking of golf games for events and leisure.
Other duties as assigned.
Stationery and groceries, ordering and checking of stock.
Fleet management: Vehicle licensing, new registrations, renewals, booking of maintenance for vehicles.
Making sure passports, IDs and drivers licences does not expire, organizes appointments for renewals.
Visa Applications.
Facility management: Overseeing maintenance, quotations, payments and general quality of completed work.
Obtaining new Service providers for Maintenance and construction on the building.
Controlling e-tags and access cards.
Overseeing Cleaners, Driver, maintenance worker, kitchen staff, office staff- when Executive PA is not available.
Delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.
HR Duties:
SETA Management.
Full recruitment cycle, including job specs.
Setting up interview dates, preparation for managers and candidates.
Capturing the outcomes of interviews and following up with recruitment agencies
Sending regret letters to unsuccessful candidates.
Drafting contracts, job descriptions and policies for new employees.
Draw reports from system, head counts, leave, medical aid, union, pension fund.
Termination of employees on the system.
Managing roll over leave reports/ Letters.
Preparing UI19 Applications.
Arranging Medical aid applications/ withdrawals.
Preparing provident fund applications/ withdrawals.
To give verbal warnings to employees when it is required.
Inform Manager of hearings that is to take place.
Also do prep packs for complainant and chairperson.
Attending to all Disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved.
Ensure effective compliance with policies and procedures as well as legitimate instructions.
Familiarize yourself with the content of policies and procedures as they come about.
Follow up with branches to ensure that all HR related paperwork is sent to HR for approval or filing.
Preparation for CCMA cases
Occupational Health & Safety:
Inspection of all areas for Compliance.
Drafting Policies- Covid.
Organizing Training.
Letters of appointment.
Meetings and Minutes.
Preparing Documentation for Audits
ISO:
Liaising with suppliers for contracts.
Generator- inspection dates- Certification.
Fire Extinguisher inspection dates Certification.
Aircon Inspection dates- Gaining certificates.
Filling all policies on the database.
Digitizing of the complete ISO filing system.
Preparation of documentation for signature.
Compiling data for the ISO Auditing Process.
Digitizing the Auditing process.