Frontline Secretary

About the Voith Group

The Voith Group is a global technology company. With its broad portfolio of systems, products, services and digital applications, Voith sets standards in the markets of energy, paper, raw materials and transport & automotive. Founded in 1867, the company today has around 22,000 employees, sales of € 5.5 billion and locations in over 60 countries worldwide and is thus one of the larger family-owned companies in Europe.

Voith Turbo South Africa is looking to employ a Frontline Secretary to provide a professional frontline secretarial and an efficient switchboard operator service. To ensure the effective operation of the Witfield office in terms of telephone management, general office administration, reception, logistical and other related tasks so that all urgent matters are attended to. Assisting the Office Support Manager in terms of secretarial duties and general office support.

Frontline Secretary
74515

Division

IND, Administrative Services and Support

Reporting

Office Support Manager

Ideal qualifications and experience

• National Diploma: Office Administration or equivalent
• 2 years as a receptionist/switchboard operator and 4 years as an office administrator and/or secretary
• Experience in ERP preferably Navision
• Code EB Driver's License
• Own car

Functional Competencies

• Intermediate MS Office competency (Word & Excel)
• Knowledgeable on telephone skills and telephone etiquette
• Apply practical concepts in managing the switchboard
• Able to multi-task while remaining calm under pressure
• Ability to provide support on secretarial duties
• Able to provide support and manage general office support topics
• Able to manage stationary stock and stationary request

Primary Duties

• Maintaining an electronic telephone list and ensuring that outlook contacts are up to date
• Reporting of telephone faults
• Provide telephone training to new staff
• Promote professional image in accordance to the image of the company
• Welcome visitors and ensure that they are attended to
• Work closely with the office support manager on day to day task
• Assist staff with documentation control and information security
• Arrange travel for staff – flights, car, accommodation, PITR (Purchase invoice) on Navision, Travel request administration
• Open mail and distribute to relevant departments
• Arrange courier mail and record keeping of waybills - DHL
• Liaise with the Warehouse Manager regarding the drivers' availability and responsible for coordination of office deliveries and collections
• Arrange lunches and food for meetings.
• Keep birthday lists up to date and sending out birthday wishes
• Accountable for Voith South Africa Central mailbox. Sending mail to the correct department daily.
• Assist with the quarterly staff information sessions. Prepare presentation.
• Manage metrofile archiving – Ordering boxes for filing and collection of boxes. Ensure Information Security System is adhered to.
• Manage Stationery stock, liaise with stationery company and process Indents
• Take all stationery orders and make sure that it is ordered and distributed.
• Weekly stock take to be documented
• Assist with the arrangement of events as and when necessary

Closing Date
All interested candidates should send their application on or before Monday, 03 June 2024.