PURPOSE OF THE JOB:
Manage and co-ordinate telephone calls and complete day to day administrative functions as specified, within the DC.KEY RESPONSIBILITIES:
Manage switchboard by answering calls and taking messages to pass on.
Receive and record guests in visitors register for Health and Safety and/or refreshment purposes
Book meeting rooms and ensure that rooms are clean and refreshments are supplied
Type memos or minutes as requested by DC leadership
Complete filing and scanning as required
Update supplier matrix and ensure that all required documents are obtained and filed
Complete order request for staff welfare, office groceries, etc.
Send order number to suppliers (email or fax) and confirm delivery date
Receive and manage documentation of office consumables, e.g. stationery, paper, couriers, health and safety, etc
Conduct stock take of office consumables
Liaise with Pragma for repairs and maintenance when required
File orders and invoice by scanning in “order number” sequence for easy retrieval
Download daily hours from biometric system of 2 reports: first in/last out
Check and verify that GRV qty/order number/carton count/pack type/pack size/price corresponds and reject if incomplete not corresponding
File accepted GRV’s in order sequence
Ensure and assist staff to complete leave application with proper supporting document if required, and authorised by departmental manager
Reconcile and follow up on outstanding leave by comparing monthly “DC Overtime” sheet and leave applications
Follow up with departmental manager for staff who took leave without proper recording thereof
File and store record and leave book correctly, ensuring safe-keeping
Supply monthly leave register to DC Manager
Compile and update basic records of staff and file accordingly
JOB INCUMBENT REQUIREMENTS:
Receive and record guests in visitors register for Health and Safety and/or refreshment purposes
Book meeting rooms and ensure that rooms are clean and refreshments are supplied
Type memos or minutes as requested by DC leadership
Complete filing and scanning as required
Update supplier matrix and ensure that all required documents are obtained and filed
Complete order request for staff welfare, office groceries, etc.
Send order number to suppliers (email or fax) and confirm delivery date
Receive and manage documentation of office consumables, e.g. stationery, paper, couriers, health and safety, etc
Conduct stock take of office consumables
Liaise with Pragma for repairs and maintenance when required
File orders and invoice by scanning in “order number” sequence for easy retrieval
Download daily hours from biometric system of 2 reports: first in/last out
Check and verify that GRV qty/order number/carton count/pack type/pack size/price corresponds and reject if incomplete not corresponding
File accepted GRV’s in order sequence
Ensure and assist staff to complete leave application with proper supporting document if required, and authorised by departmental manager
Reconcile and follow up on outstanding leave by comparing monthly “DC Overtime” sheet and leave applications
Follow up with departmental manager for staff who took leave without proper recording thereof
File and store record and leave book correctly, ensuring safe-keeping
Supply monthly leave register to DC Manager
Compile and update basic records of staff and file accordingly
JOB INCUMBENT REQUIREMENTS:
Matric or related qualification
2-3 years working experience in an administration role
Must be literate in MS Office (Excel, Word, Outlook)
Competencies: Planning, organizing and monitoring; Detail orientation; Empathy, Building and maintaining relationships, Communication and Confidence and decisiveness.
How to apply for this:
Closing date: 14-11-2017
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