Construction - Personal Assistant

4 weeks ago

Cape Town, South Africa Wenz Recruitment Full time

A prominent Construction Company in Cape Town is seeking an experienced Personal Assistant

Working hours are from 8 am 17:00 pm

Directors Administration

  • Ensure that all personal RICA information is up to date.
  • All medical-related tasks are to be processed on their behalf.
  • Effectively resolve any telecommunication-related problems that occur.
  • When required, all property-related purchases are to be discreetly handled.
  • Management of personal property and assets-related administration including dealing with utility bills, levies, insurance, and any other related documentation.
  • Manage all incoming telephone calls for directors.
  • Greet and manage all guest appointments for directors.
  • Ensure that any requested interaction with directors are managed by enquiring about their availability and directing interaction accordingly.
  • If any documentation is required to be viewed by the directors, receive documentation and timeously brought to their attention.
  • If documentation is required throughout a meeting, gather documentation and ensure timely presentation of documents for directors.
  • All meetings with directors are to be adequately noted, summarized and summaries are to be saved under relevant folders.
  • Any actions resulting from meeting notes with numerous parties are to be noted, requested and followed up on. Alternatively, directors are to be reminded of tasks as per meeting on due dates or within discretional time.

General Administration

  • Timeously and effectively resolve all company-related insurance claims by managing the process throughout.
  • Ensure that all company vehicles are legally licensed by timeous renewal of documentation, ensuring that all licenses are up to date, and administering payment of all traffic fines.
  • Management of municipal accounts for tenants by adequately dividing allocated utilities and levies and invoicing tenants in a timely manner.
  • Ensure that the vendor database is up-to-date and accurate.
  • Diligently manage all creditor applications.
  • Ensure all company certification is current and meets the various requirements.
  • Adequately manage and track all traffic fines.
  • Manage all company, inter-company or personal property, and assets, this includes the effective management of tenants when required.
  • All office and director shopping to be done timeously and efficiently as required.
  • Source and advice on suppliers of various services related to personal property or assets when required.
  • Adhere to all incoming e-mails and address correspondence when necessary.
  • Ad-hoc tasks and requirements.
  • Microsoft Office
  • SharePoint
  • Minuting skills
  • Building industry knowledge will be beneficial

Qualifications:

  • Matric
  • Business administration/secretarial diploma or certificate
  • Project management diploma(ideal)
  • 5-year general PA experience in past passed industry (if matric)
  • 3-years executive PA experience (ideal)

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