Ultra Personnel | Executive Pa / Project Coordinator

Requirements:Matric qualification is essentialPA / Admin Diploma or similar, is advantageous Code 8 and own transport is essentialComputer literacy on MS OfficeCalendar Management: Scheduling meetings, appointments, and managing travel arrangements for DirectorCorporate attire and presentation is required as you are dealing with a high end clienteleFirst point contact and handling emails, phone calls, and other communications, ensuring important messages are relayed promptlyTyping / compiling of emails, letters or any other documentation Project Coordination: Assisting in the planning and execution of design projects, coordinating timelines, and liaising with clients and vendors.Document Preparation: Preparing reports, presentations, and other documentation needed for meetings or project proposalsResearch: Conducting research on design trends, materials, and new business opportunitiesBudget Management: Assisting with budget planning, tracking expenses and preparing financial reportsClient Relations: Managing client interactions, setting up meetings and ensuring high levels of client satisfactionOffice Management: Overseeing the smooth running of the office, ordering supplies and managing administrative tasksEvent Planning: Organizing company events, including client presentations, team-building activities and promotional eventsPersonal Assistance: Providing personal support to executives, such as managing personal appointments and tasksLiaise with Au pair on travel arrangements for kidsProcurement / Sourcing Suppliers: Identifying and evaluating potential suppliers and vendors for materials, furniture and other design elements.Negotiating Contracts: Negotiating terms, pricing, and contracts with suppliers to ensure the best deals and quality for the companyQuality Control: Assessing the quality of procured items to ensure they meet the company's standards and client expectationsOrder Processing: Placing orders, monitoring delivery schedules, and ensuring that materials arrive on time for projects / installationsSupplier Relations: Building and maintaining strong relationships with suppliers to ensure smooth andreliable supply chainsCost Management: Evaluating spending operations while seeking ways to improve and enhance the quality of products purchased and the timeliness of deliveriesRecord Keeping: Maintaining accurate records of purchases, contracts, and supplier performance for future reference and auditsProject Coordination:Project Planning: Assisting in the development of project plans, timelines, and schedules to ensure projects are completed on time and within budgetMaintaining and monitoring project plans, project schedules, work hours, budgets and expendituresOrganizing, attending, and participating in meetings for every projectEnsuring project deadlines are met and managing project time linesRegular liaising with director and all staff regarding any concerning project details and deliverables, tracking and reporting project progressOrdering and arranging of all materials required for project and assisting with ensuring all itemsare delivered according to the projects requirementsResource Allocation: Coordinating the allocation of resources, including materials, equipment and personnel, to meet project requirementsGeneral:Strategic Planning: Developing and implementing business strategies to achieve company goals and objectivesTeam Leadership: Leading, managing, and motivating the team to ensure high performance and employee satisfactionBudget Management: Overseeing the company's financial activities, including budgeting, forecasting and financial reportingOperations Management: Ensuring the smooth operation of day-to-day business activities, including project management and client servicesClient Relations: Building and maintaining strong relationships with clients, ensuring high levels of client satisfaction, and addressing any issues that ariseBusiness Development: Identifying and pursuing new business opportunities to drive growth and profitabilityCompliance and Risk Management: Ensuring the company complies with legal and regulatory requirements and managing any potential risksMarketing and Branding: Overseeing marketing strategies to promote the company's services and enhance its brand imagePerformance Evaluation: Monitoring and evaluating the performance of the team and individual employees, providing feedback and support as neededVendor Management: Building and maintaining relationships with key suppliers and vendors to ensure quality and timely delivery of materials and servicesSales:Client Acquisition: Identifying and reaching out to potential clients to generate new business opportunitiesRelationship Building: Establishing and maintaining strong relationships with clients to ensure repeat business and referralsProduct Knowledge: Staying informed about the companys services, materials, and design trends to effectively sell to clientsQuoting and Estimating: Preparing quotes and estimates for clients, ensuring accuracy and competitivenessSales Reporting: Tracking sales activities, maintaining records, and preparing regular sales reports for managementNetworking: Attending industry events, trade shows, and networking opportunities to promote the company and generate leadsAccounting: Financial Reporting: Preparing and analyzing financial statements, including balance sheets, income statements, and cash flow statementsExpense Tracking: Recording and managing all company expenses, ensuring they are accurately categorized and documentedPayroll Management: Processing payroll, assisting with payments of salaries, taxes, and other deductions, and ensuring timely payment to employeesTax Compliance: Preparing and filing tax returns, ensuring compliance with all relevant tax regulations and lawsCost Analysis: Analyzing costs of materials, labor, and other expenses to find areas for cost savings and efficiency improvementsMarketing:Brand Management: Developing and maintaining the company's brand image and ensuring consistency across all marketing materials (facebook, twitter, instagram)Digital Marketing: Managing online marketing campaigns, including social media, email marketing, and search engine optimization (SEO)Advertising: Planning and executing advertising campaigns to promote the company's services and attract new clientsPerformance Analysis: Tracking and analyzing the performance of marketing campaigns to determine their effectiveness and make data-driven decisions for future effortsLogistics:Supply Chain Management: Overseeing the supply chain to ensure the timely and cost-effectiveprocurement of materials and products.Inventory Control: Managing inventory levels, tracking stock, and ensuring that materials are available when needed for projectsShipping and Receiving: Managing the shipping and receiving of materials, furniture, and other design elements, including inspecting deliveries for accuracy and qualityWarehouse Management: Overseeing warehouse operations, including the organization and storage of materials and productsTransportation Logistics: Planning and coordinating the transportation of materials to project sites, ensuring timely and efficient deliveryProject Scheduling: Assisting in the development of project schedules, coordinating the delivery ofmaterials to meet project timelines.Cost Management: Monitoring and controlling logistics costs, identifying opportunities for cost savings and efficiency improvements