PA/Office Manager wanted immediately: Salary R42 000 to R43 000 per month
Gqaqala, Eastern Cape
R42 000 – R43 000 a month
A vacancy has arisen for a PA/Office Manager
DUTIES:
Manage Executive calendar, liaise with executives daily regarding their diary and keep track of their movements.
Setup required meetings, conferences, teleconferences and attend to all aspects of meeting requirements.
Typing of standard documents, agreements, contracts, as well as general internal and external correspondence, file notes, minutes of meetings, reports etc.
Dispatching of correspondence via post, e-mail or fax
Ensure typing and documentation produced is proof read and spell checked prior to approval and distribution.
Proof reading of other staff members’ documents, ensuring alignment, quality control and company standards met, as and when required.
Filing, setting up, updating and monitoring files for the Executive Head.
Arrange and confirm travel arrangements (flights, accommodation and vehicle hire)
Oversee all aspects of Executive meetings (catering, setting up and teleconferencing).
Ensure that the boardroom is attended to, cleaned and in a presentable condition after late evening meetings
Management of petty cash float, effective record keeping and reconciliation of expenses.
Ensure recoverable expenses are invoiced and submitted to the designated signatory for approval.
Ensure that correct cost centres are billed for all expenses incurred.
Obtain supporting documentation for any expenses that need to be accounted for.
Ordering of and maintaining stock levels in respect of stationery items, Filing boxes and general kitchen and cleaning stock.
Arrange retrieval and archiving of boxes on request.
Ensure authorisation and processing of all invoices for all travel arrangements
Maintain a good, fair but firm working relationship witn subordinate staff
Address issues as they arise and follow the correct disciplinary procedure, should the need arise.
Ensure ability to take up the necessary duties/responsibilities should subordinates’ be absent at short notice and ensure contingency plans for responsibilities to be carried out, should subordinates be away for prolonged periods.
Supervising and maintenance of all office equipment, providing support as far as possible before referring to outside service providers.
Build strong relationships with clients, service providers and colleagues to ensure cooperation, support, attaining common goals and ensuring good business practices.
Overseeing daily courier procedures, as well as record keeping
Ensuring that the necessary HR documentation is supplied to new employees, completed by the employee and submitted timeously.
Maintain the strictest confidentiality in respect of sensitive matters and confidential company information.
Any general ad hoc office requirements as allocated by the Executives
CRITERIA:
Matric
Good knowledge of all Microsoft Office packages (Word, Excel, PowerPoint, and Outlook).
3 years of PA experience with relevant PA Qaulification
Ability to adhere to company rules, policies, procedures and standards.
Able to work within timelines supplied, with accuracy and excellent attention to detail.
Ability to take initiative, prioritise, have a strong sense of responsibility and be a team player.
Ability to deal with people at all levels, superb client service skills and ability to project professional image at all times.
Excellent communication skills.
Able to work under pressure, strong planning and organizational skills.
Able to troubleshoot and resolve issues, move quickly to ensure least negative affect when encountering problematic situations.
PACKAGE :
R43000 with full Benefits and Bonus
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Source: ijobs
