Our Client based in Umlanga is looking for a strong administrator from a production background to join their team.
The purpose of this role is to proactively provide general administrative support internally. The employee in this role will be expected to perform a full range of office administration support functions including but not limited to the duties and responsibilities listed below
DUTIES AND RESPONSIBILITIES:
1. General Administration
- Provide administrative support to assigned team members, which include material preparation, data entry and other general administrative tasks. The key goal of this function is to provide administrative support to ensure efficient operation of the production office
- Draft, edit, and finalize various letters, reports, or other forms of documentation for internal and external distribution
- Proofreading, transcribing handwritten information, and document sorting.
- Sending branches their daily Re-Order levels.
- Reviewing branch IBT orders and ensuring these are inline with the branches Re-Order levels, highlighting mass changes or fluctuations.
- Processing of Stock Transfer Notes onto the system.
- Requesting quotations from service providers for Health & Safety training, maintenance, and all other general quotations as requested.
- Requesting monthly Health & Safety Checklists and Meeting Minutes, to ensure these are filled correctly.
- Assist with switchboard relief as and when required.
- Screening phone calls and routing calls to the appropriate party
- Taking concise and appropriate messages when the relevant personnel is unavailable.
- Provide real-time scheduling support by booking appointments and preventing conflicts
- Keep detailed meeting notes
- Collate and distribute mail using the various platforms i.e. Outlook, Everlytic
- Report any IT issues to the respective company and follow through on the issue being resolved
- Source quotes from various suppliers to assist in efficient resolution of services required
- Perform other duties as assigned by Management
2. Technical Admin
- To answer and assist customers phoning in to the Customer Care Line. You are responsible to receive the enquiry, assist if possible (i.e. not a technical query) or transfer the call for additional assistance.
- To record technical queries on the Technical Queries Logbook that may be received via the comapany Hotline or email. Report at the end of the month on the top Retail and Industrial queries with their resolutions. This is to be sent to Sales, Marketing and Technical for further input.
- To liaise with the Factory Operations Manager & Sales Representative regarding technical problems and ensure that all information regarding technical problems are passed onto the Factory Operations Manager, in order for problems to be resolved as soon as possible.
- Process sample requests as well as the timeous dispatch to the relevant customer as per the SOP.
- Follow up with the Factory Operations Manager regarding feedback of product queries or problems timeously to ensure Sales Representative can report to their customers timeously.
- Update and finalize TDS's according to the standard templates and input from Technical / Marketing
- Ensure that TDS & MSDS's are sent timeously to customers and kept on file
- Review and generate the TDS for new products to ensure that the full product offering is on
file.
- To request COA's from the relevant production unit, when requested by Internal Sales, and to ensure the Factory Operation Manager signs off the COA, before submitting the requesting Internal Sales Personal.
- Draft training manuals and product guidelines to promote transfer of knowledge internally and externally.
- Compile and distribute the production breakdowns relevant per manufacturing department and site. Ensure these are up to date at all times.
- Collate and distribute the site maintenance of of all work in progress / complete per site (maintenance as well as for insurance)
- Book relevant renewals, certifications, Health & Safety required programs etc. according to the yearly requirements
- Compile and facilitate the distribution of all national stationery, PPE, HR posters etc as required per year; and according to the approved requirements and budget.
JOB REQUIREMENTS
- 3 years experience
- Type 65 words per minute
- 3 years of administrative assistant experience
- Knowledge of appropriate software including: Microsoft Word, Excel, and Outlook, Microsoft
- Pastel experience would be an advantage
- PowerPoint and Adobe Acrobat
- Valid driver's license (own transport)
