Operations Secretary - Linbro Business Park

Description:

The Main Purpose of the job :

The incumbent will be responsible for assisting the Regional Manager with all administrative duties.

Education and Experience required:

Matric / Grade 12
Secretarial diploma / certificate
A minimum of five years secretarial experience
Fully competent in MS Office packages
SAP experience advantageous

Knowledge, Skills, and Competencies:

Excellent organizational, numeric, and administrative skills
Ability to multitask and priorities effectively whilst working in a stressful environment
Excellent interpersonal skills and ability to communicate at all levels
Well-groomed and professional
Ability to maintain confidentiality
Ability to work flexible hours

Key areas of responsibility:

Assistant to Regional Manager (RM) and Area Managers
Responsible to assist with all operational duties
Handling confidential information
Receive visitors in a highly professional manner
Take telephone calls and messages for RM as well as AM’s and communicate the messages prompt and correctly. Take own initiative to resolve issues in advance
Ordering of PPE for all contracts (uniforms, safety shoes, jackets, safety glasses, etc.). Follow up on Quotes, Purchase Orders, Invoices and Payments. Updating of all relevant information on MS Excel spread sheet
Ordering of all monthly chemicals, consumables, and equipment for all contracts, ensuring that all stay in budget
Follow up on Quotes, Purchase Orders, Invoices and Payments
Do the picking on SAP
updating and printing of monthly time sheets for each Cleaner at each contract using SAP
Printing of monthly Dashboard Reports using Supercare Web Portal System
Booking of monthly scheduled Capitec deep cleans on MS Outlook Calendar, following up on deep cleans and signed job cards
Updating of deep clean schedule. Also, for non-prescheduled cleans e.g. floods.
Following up on Learnership cost savings and updating of schedule each Monday
Compile monthly J’s, VI’s and CN’s (billing related documents)
Update schedule of all created documents on billing schedule (“horror list”)
Update contract list and client list of all contracts
Travel / accommodation arrangement.
Arrange and co-coordinate meetings
Taking minutes of meetings and typing thereof
Switchboard reliever