Available Jobs - Administration / Secretarial(20)

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All duties including lunch collection, buying groceries and refreshment for the Executive canteen.
Making travel arrangements and booking accommodation for their visitors.
General purchases for the CEO’s house, including domestic staff requirements and managing their payments.
Reconcile the CEO’s purchases.
Budget and purchase cleaning consumables and office teas.
Ensuring all boardroom and kitchen equipment are all in good working condition.
Allocation and supervising of drivers/messengers.
Receive and convey directorate goods and parcels from South Africa.
Supervise and allocate duties for the canteen staff.
Monthly and weekly canteen budgets.
Weekly Head Quarters purchases.
Maintaining kitchen utensils and inventory as well as ensuring all kitchen equipment is in good condition.
Ensuring the canteen is kept clean.
Responsible for the fumigation arrangements of the canteen. Supervising all general hand ladies.
Making sure directorate and all offices are kept clean.
Reporting all faults in the canteen and kitchens to maintenance.
Responsible for the garden, flowers and lawns.
Supervise the garden staff to achieve desirable garden ambience.
Ensuring that building and office windows and ablutions are deep cleaned.
Supervise receptionist and fill in when they are not at work
Write requisitions for all purchases for the month.
Responsible for all company swipe cards.

Processing applications and data entry
Collection and scrutiny of passports from the Application Centre
Handover of Passports to the High commission and/or its Consulates
Handover of passports to Courier/Applicants
Handover of passports to post office
Handling of postal applications
Scanning and uploading of documentation
Tracking of passports
Handling customer queries in person, by email and on the telephone
Preparing reports for day to day transactions
General administration duties

Responsabilities:
• File Control;
• Control Documents; receive and send
• Control and organize an Administrative Area;
• Book flights and compare prices from Agencies;
• Control Expats flights
• Letters to Immigration , Labour ( All paper work for Work permit and Dire application)
• Letters to Tax department;
• Deal with Dhl;
• Covid bookings;
• Taxi booking;

Coffee Club:
Bookkeeping and finance management
Stock replenishing and overseeing stock levels
Training and supervising staff
GAAP system training and management
Images Gallery:
Social media management and marketing (Facebook and Instagram)
Website and database management
Customer service and liaison
Pricing artworks, prints, mirrors, and framing
Manage art, mirror, prints, and framing database
Designing of prints, posters, and other graphics
Office Complex:
Front of house liaison for members who rent office space
General day-to-day running of operations <brz> Staff management and liaison
Conference room bookings and customer liaison
Maintenance and set up of conference room

Responsibilities
To provide administrative and business support to the Managing Director.
Arranging and diarising meetings and appointments for the Managing Director.
Typing of correspondence for Managing Director and all other documents pertaining to the office.
Maintaining a reliable filing system.
Receiving and making calls for the Managing Director.
Receiving and attending to customers and visitors for the Managing Director.
Organising meetings and refreshments for the office.
Attending to queries pertaining to Managing Directors office in their absence.
Arrange hotel bookings and travel arrangements for Managing Director and staff undertaking international travel.
Assist in the general upkeep of the Managing Directors house.
Despatch all documents to be sent by courier.
Make travel and hotel arrangements for members of staff and international visitors into Zimbabwe.
Coordinate arrangements for seminars, conferences and functions involving regional counterparts.
Ensure timely payment for all Administration related goods and services.
ACCOUNTABILITIES
Support the CEO by providing a high standard of personal executive level assistance to meet the needs of the Managing Directors objectives, including a significant amount of diary management, setting up meetings, hospitality, travel and visa arrangements worldwide.
Support the Managing Director as required with setting up meetings, drafting agendas, taking minutes at meetings, circulating papers
. Work closely and provide proactive support to the Managing Director, including administrative support, travel arrangements, processing expenses, visa applications, greeting visitors and ensuring the consistent application of all company policies and procedures.
Process Director diaries and holiday requests and absences with high levels of attention to detail.
Comply with data protection legislation, manage company files and filing (both electronic and hard copy) confidentially, archiving or disposal of documents when appropriate.

Gathering invoices, statements, reports, personal details, documents and information from employees, other departments and clients.
Scanning through information to identify pertinent information.
Correcting errors and organizing the information in a manner that will optimize swift and accurate capturing.
Creating accurate spreadsheets.
Entering and updating information into relevant databases.
Ensuring data is backed up.
Informing relevant parties regarding errors encountered.
Storing hard copies of data in an organized manner to optimize retrieval.
Handling additional duties from time to time.

This role requires an organised individual with exceptional administration skills to assist with all aspects of the business.

Raise Purchase orders
Goods Received vouchers
Supplier Invoices
Daily stock journals to work in progress
Record banks and Petty cash entries
Sales orders, Job cards & Invoicing
Any other adhoc duties as required by the accountant
All reception duties
Reporting to Accountant.

Administration of Medical Aid scheme.
General staff salaries database – Belina.
Administration of Insurance claims.
Cash & Debit card reconciliations.
Fuel Card reconciliations.
Supervision and administration of Admin Kitchen and Canteen (including Staff).
Supervision of housekeeping.
Supervision of messengers/drivers.
Vehicle Licensing and Insurance.
Event co-ordination (i.e. Chinese lunches/inspections).
Visitors Customers and guests flights accommodations and arrangements.
Staff Flight bookings.
Company Stationery.
Liaison with Labour Officer.
Maintenance Admin Documentation facility.
Miscellaneous ad-hoc duties.
Understudy to CMA supervisor.

Preparing and writing of reports
PowerPoint Presentations
Answering phone calls
Organizing travel and itineraries
Organizing and planning meetings
Taking notes and writing minutes during meetings
Conducting or preparing any research that the CEO may require
Monitoring CEO's emails and responding if required

Duties
Diary & information management
Co-ordination of travel
Maintenance of an accurate record of papers and electronic correspondence on behalf of the MD
Preparing reports for business review meetings
Running business errands
Screening phone calls, enquiries and requests, and handling them when appropriate
Liaising with clients, suppliers and other staff.

Manage data in spreadsheets and reports
Keep records and reports up to date
Assist with any admin duties
Organize and schedule meetings and events
Carry out clerical duties, including answering phones and preparing documents when required
Assist colleagues whenever necessary

Confirms orders with Brand Manager
Placement of Import orders with suppliers, and tracking all imports including clearing
Monitor import orders and delivery
Costings on all ranges and establishing pricing on all ranges and agrees these with Brand and Sales Manager
Tariff investigations, on all products and restrictions thereof ,Duty calculations and Licences / Permits applications Picture stories for listings
Issues requisitions for day-to-day payments
Supervision of the administrative staff (Accounts clerk and invoicing clerk)
Monitor costs and expenses to assist in budget preparation
Circulates all relevant internal communication to all staff
Manages travel arrangements for staff
Assist with facilitation of trainings/meetings
Ensuring daily reports are done by admin staff – Data verification
Developing, reviewing, and improving administrative systems, policies, and procedures
Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained
Stock take admin and stock takes

Telephone Management
Booking appointments
Assisting walk in clients
Assisting with any admin
Filing and Photocopying
Assisting each department when required

Ensure routine maintenance is planned and performed at required intervals to ensure a high level of availability.
Ensure defects are logged and repairs are completed to eventually have a complete history and cost per asset.
Ensure history files with job cards are maintained to have immediate access to detail required for budget and capex purposes.
Ensure repair details on vehicle downtime are captured and maintained on the FMS system, daily.
Prepare and distribute Daily breakdown report
Open and close job cards, to ensure all costs are allocated to the appropriate assets.
Liaise with clients to plan maintenance at appropriate intervals, to mitigate any impact on Operations.
Update and distribute Vehicle Maintenance schedules daily to avoid overruns on services.
Ensure Pre-docking documents are prepared prior to a major service and all service items are available.
Ensure Minor and major unit failure reports are completed immediately when required.
Ensure a Stripping permissions register is kept and maintained.
Ensure Engineering reports are compiled and submitted with each contract.
Ensure Asset transfers, Cap documents are processed, and the fleet list is regularly updated, to be 100% accurate.
Obtain boarder clearance documents from Maputo Office for all components for across boarder repairs.
Ensure procedures are followed regarding Wear Check sampling, samples handled and send for analysis timely, and ensure action are taken and feedback updated on Wearcheck site.
Ensure that daily trip sheets are completed by drivers for ancillary vehicles and keep a file for these.
Issue fuel requisitions for workshop and ancillary vehicles.
Ensure Diesel dip for service trucks (bowser) verified with the technical dep/duty store man and driver
Ensure Fleet Government inspections, insurance and government tax is maintained.

This office manager position demands exceptional organization skills, efficiency, and personability
Day-to-day, this person ensures operations run smoothly by doing everything from handling phone calls, sending emails, overseeing supplies, juggling schedules, and whatever else it takes to keep the company and its people productive
Maintain office efficiency by maintaining appearance of ALL areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and stocks
Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping the owner informed of performance with routine and requested reporting
Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs
Manage all aspects of the office’s space/infrastructure planning and provide answers, resources, and solutions as requested
Oversee the client experience and ensure a personal, friendly experience for anyone coming into the Showroom, and maintain complete accessibility in both availability and warmth of character
Ensure peak organizational operations and provide preventative measures by identifying issues
Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
Coordinate internal and external resources, and cultivate relationships with vendors
Oversee office interactions, responding to requests and questions

Duties to include:
Invoicing
Quotations
Quotation follow up
In office sales (knowledge of the products will be taught):
Petty cash
Cabs and pastel updates
Stock takes
Local supplier purchases
Debtors analysis
Scheduling deliveries and co ordinating drivers
SWIFT Logistics
Stationary and office supply purchases

Welcoming visitors and directing them to the relevant office/personnel.
Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.
Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
Maintaining general office files, including job files, vendor files, and other files related to the company’s operations. Purchasing office supplies, equipment, and furniture.
Overseeing the maintenance of office facilities, and equipment.
Performing other relevant duties when needed.
Book keeping , basic account keeping, Invoicing customers, following up invoices, sending sales through the ZRA machine.

The incumbent will be responsible for coordinating office activities and operations to secure efficiency and compliance to ensure smooth running of a business.
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations/proposals as assigned
Assist colleagues whenever necessary

Greet staff and visitors with a positive, helpful attitude
Assisting visitors in finding their way
Assisting with a variety of administrative tasks including copying, faxing and taking notes
Preparing meeting and training rooms
Answering phones in a professional manner, and routing calls as necessary
Assisting colleagues with administrative tasks
Performing administrative duties
Answering, forwarding, and screening phone calls
Sorting and distributing mail
Provide excellent customer service
Scheduling appointments