Personal Assistant urgently wanted: APPLY NOW

Personal Assistant

Employment Type: Permanent

Salary: Market Related

Location: Durbanville, Western Cape, South Africa

SPECIFICATION:

A company based in Cape Town that provides comprehensive solutions that encompass the supply of equipment, service, support, and internet connectivity, is looking for a Personal Assistant that will be responsible for providing Management with full administrative support and attending to specific allocated tasks in both a professional and personal capacity.

DUTIES & RESPONSIBILITIES, NOT LIMITED TO:

· Diary and time management.

· Email management.

· Screen and respond to all incoming telephone calls and handling accordingly.

· Procurement of items and related administration.

· Provide full secretarial and administrative support service to Management, Project Managers, and Developers.

· Take responsibility for invoicing, detailed costings, and quotes.

· Visit the Developments construction sites for updates.

· Make use of own vehicle for deliveries and ad hoc duties.

· Meeting and greeting visitors at all levels of seniority.

· Attend to any catering/beverage requirements for meetings and functions.

· Coordinate events as and when required.

· Tend to travel arrangements as and when required.

· Ensure all required approvals are processed and returned to relevant stakeholders.

· Maintain the filing system and all personnel records.

· Ensure that all tasks are captured and updated regularly.

· Act as the communication medium in the office to relevant internal and external stakeholders.

· Develop and maintain good relationships with clients, stakeholders and suppliers.

· Assist in managing all legal requirements, including documentation and relevant correspondence.

· Compile minutes when required.

· Assist management in a personal capacity as and when required.

· Assist the Project Manager in managing project deliverables in line with the project plan as well as any administrative tasks related to projects.

· Ensure all project tasks are loaded onto the project tracking system as received from the Project Manager.

· Smartsheet to be always kept up to date.

· Record, manage and escalate any project issues or risks identified.

· Monitor project progress and performance.

· Ensure that all communication to the members of the project are prioritised and added to the project tracking system.

· Develop and maintain good relationships with clients, stakeholders, and suppliers.

· Co-ordinate all project-related printing needs.

· Liaise with suppliers, obtain quotes, obtain approval, agree on timelines, arrange for installation, and conduct a monthly recon on the relevant account and tracking platform/systems.

· Communicate with the operations and development team on project requirements and log tickets on OTRS and/or where required.

· Ensure your tickets are managed.

· Wiki to be always updated for each project (store lists, how-to documents, etc.).

· Assist the Project Manager with monthly reporting.

· Ensure that project drawings are issued to the relevant persons/team member timeously and is in accordance to the issuing of drawings process.

· Ensure that project drawings are loaded on to the relevant Jira tickets, Dropbox, and any other system/platform.

· Ensure all registers are always up to date.

· Ensure project tracking system/gannt is always updated.

Procurement and stock:

· Ensure issuing of any procured goods are done in accordance to the goods collection/ receiving/ delivery process.

· Compile job cost summary when always needed and keep up to date.

· Ensure the payment procedure is always aligned to SLA.

· Generate asset allocation, return forms, and recons.

· Allocating asset numbers to all assets.

· Ensuring that the stock procedures are maintained by ensuring completion of stock movement forms and allocation of stock numbers to the various stock sheets.

· Make use of company Wiki for all job-related processes and procedures.

· Ensure an updated stock list is kept.

· Ensure stock room procedures are upheld.

· Management of stakeholder list.

· Ensure sound knowledge of technical requirements for stock part ordering (technically inclined).

· Source reliable suppliers and contractors and obtain the most cost-effective quotations.

· Ensure procurement orders are received, following the agreed stock management procedure for new stock deliveries.

· Ensure monthly recon of supplier accounts are done.

· Update and maintain Smartsheet with all purchased stock (price, stakeholder, etc).

Communication:

Ø Updating of Rocket Chat and Whatsapp groups and alerts.

Ø Maintain sound relationships with all suppliers.