Ecommerce – Assistant Manager – English – Onsite Johannesburg

1 week ago

Randburg, Gauteng, South Africa Genpact Full time

Our client, a well-established organisation in the transport industry, is seeking the services of a PA or Sales Coordinator for the Fourways/Roodepoort, Johannesburg, Gauteng area.

The successful candidate will be expected to provide first-class secretarial and administration support to the Director and Management Team.

The successful candidate will be a polished professional, articulate, and will truly understand the meaning of providing exceptional executive assistant support at a senior level.

Min Requirements:

  • Matric with PA / Secretarial / Office Admin Diploma or qualifications in a relevant discipline and significant recent experience in a similar role.
  • Fluent in Afrikaans (written and verbal).
  • PA experience at Senior Manager / Director level (+/- 5 years) and/or Sales Assistant or Sales Coordinator experience.
  • Experience in finance administration will be advantageous.
  • Demonstrable experience of working with senior management within a fast-moving business environment.
  • Excellent secretarial skills, including fast, accurate minute-taking and typing, and excellent IT skills including MS Word and Excel.
  • Effective communication, interpersonal, and organisational skills.
  • Experience of managing a complex and changing diary with attention to detail and the ability to work speedily and accurately.
  • The ability to exercise independent judgment and use initiative to make sound decisions and resolve issues.
  • A proactive attitude with the ability to forward plan and think outside the box.

Responsibilities:

  • Compile spreadsheets and identify discrepancies to bring to Management's attention.
  • Ensure messages are correct and conveyed timeously.
  • Update and distribute telephone lists to all staff at the dealership.
  • Communicate effectively with clients and have a client service approach.
  • Control, monitor, and record calls.
  • Ensure customers are directed to the employee to be visited/contacted.
  • Ensure customers' comfort whilst in waiting period.
  • Ensure all calls are answered promptly and pleasantly.
  • Ensure cleanliness of reception area; limit hang-on calls by offering call backs.
  • Create processes and procedures to ensure that the day-to-day running of the department is efficient and effective whilst constantly reviewing these processes and improving.
  • Act as the main point of contact for the Director, screening and responding to emails, preparing reports and presentations with a high level of accuracy.
  • Diary management including rescheduling and booking meetings, travel booking, venue and catering booking, conference registration, and minute-taking.
  • File documents, reference materials, etc., in a logical manner and ensure this is kept up-to-date, accurate, and confidentially stored both hard and soft copy; maintain accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
  • Monitor, receive, sort, log, distribute, and send soft and hard copy mail.
  • Arrange and coordinate meetings and other functions or events; attend meetings as necessary, taking minutes where required; transcribe and distribute minutes as appropriate.
  • Welcome guests and other visitors; manage any waiting period so that visitors are comfortable; interact professionally with external clients and act as a brand ambassador at all times.
  • Process invoices, purchase orders, and expenses for Management.
  • Build and maintain strong and effective relationships with external and internal staff in a professional and confidential manner.
  • Communication: written and verbal.
  • Accounting/finance skills and understanding.
  • Planning and organising.
  • Confidentiality.
  • Professional image.
  • Innovative and proactive.
  • Energetic and fast-paced.
  • Ability to work under pressure.

Job Types: Full-time, Permanent

Salary: R23,000 - R25,000.00

Experience:

  • Personal Assistant / Sales Coordinator: 5 years (Required)
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