Administrative Assistant, Johannesburg

Responsibilities

Set up different types of meetings, including booking of venues.

Create relevant folders on the computer and coordinate submission of presentation packs / reports from all Departmental Heads.

Ensure that the minutes of FMSA and FMA Board meetings are completed, signed off and filed in minute folders for audit purposes.

Ordering of Monthly Office Supplies and stationary.

Manage the booking of the Boardroom, Training Rooms and other Meeting Rooms, including arrangement of refreshments and lunches.

Manage the diary for MD and Sales Manager and load their expenses into Concur.

Undertake electronic travel requests for all Departments in the Company, the travel agenda, including Regional / international travels– (Booking of Flights, Ground transportation, Accommodation, Foreign Exchange, etc).

Organize Visa requirements and all supporting documents i.e., letters of invitations, travel insurance, confirmations of employment, etc., as well as international roaming Mobile, routers and data packages.

Sort invoices in line with travel approvals, check charges and allocate to correct department. Also summarize Overseas travel expenses, balance with Finance Department for TAX PACK.

Manage and administer all Mobile Phones, Data packages, and Proxima procurement process for Federal-Mogul (DRiV).

Allocate cell phone accounts and monitor usage– (Raise alert for over-usage).

Keep records of expenses.

Administer Customer Communication both pricing and general NPI communication.

Distribute Advertising media to the various Area Managers across SSA regions.

Keep a recon of Advertising materials for the purpose of ongoing campaigns and receive all Value Adds, ensuring accuracy in terms of items ordered and delivered.

Participate in Fitment Centre groups, keeping a record of the total population and their location, and training received and certificates.

Co-ordinate Onboarding for new Suppliers as Vendors.

Book and RSVP for the Sales Team Seminars, Events and Conferences.

Ensure Customer Commercial Agreements are all uniform and updated, signed off by all parties, shared with all relevant stakeholders and filed.

Facilitate customer invoices to ensure correct credits are signed off and administered to Finance for processing.

Ensure that POS Materials are ordered and maintained.

Order and coordinate Corporate Clothing.

Work closely with HR in planning of team events which help cultivate a spirit of collaboration and inclusivity.

Requirements

Office Administration Degree / Diploma.

At least 5 years Office Administration experience, preferably in a Regional environment.

Proficiency on all Microsoft Packages.

Sufficient knowledge to navigate a variety of Computer systems.

Lateral Thinking ability.

Interpersonal Skills.

Excellent Administrative Skills.

Problem Solving Skills.

Ability to communicate at all levels.

In-depth understanding of the LEAN principle (Continuous Improvement Principles).

Good time keeping&attendance / punctuality.

Ability to prioritize / deadline orientation.

Teamwork.

Ability to work under pressure.

English - min. B2

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