Administrative and Logistic Assistant
6 months ago
**Introduction**
This position will be based at Head Office in Woodmead.
**Description**
The purpose of the position is to be responsible for providing secretarial, clerical and administrative support, contributing to the effective and efficient operation of our organisation
**Duties and Responsibilities**
Functional Role:
Travel Management:
- Plan and book all travel aspects for employees, including flights, accommodations, and ground transportation.
- Manage travel itineraries, adapt to last-minute changes, and ensure compliance with budget and policy requirements.
- Handle the acquisition of necessary documentation for Visa/Work Permits and attestation.
- Coordinate with the Office Manager for necessary documentation and assist with emergency travel adjustments.
- Maintain a thorough understanding of, and ensure compliance with, the organisation's travel policies.
- Process travel-related expenses, track reimbursements, and monitor expenditures against budget constraints.
Administrative Support:
- Execute a variety of administrative tasks, such as managing calendars, scheduling meetings, handling communications, and maintaining files and records.
Liaison and Communication:
- Serve as the primary contact for travel vendors, employees, and stakeholders. This includes negotiating with vendors, solving travel-related issues, and providing advice and assistance.
Event Planning and Coordination:
- Assist in organizing events, including travel and accommodation arrangements for attendees, venue booking, and logistics coordination.
Documentation and Record Keeping:
- Maintain detailed records of travel arrangements, bookings, and administrative tasks
Problem Solving:
- Tackle and resolve any arising issues or emergencies related to travel or administrative duties
**Qualification Requirements**
- Grade 12
- Travel and Tourism or Secretarial qualifications will be an advantage.
**Experience and Skills Requirements**
- At least 5 years of experience in travel management, adept at arranging complex travel plans experience will be an on visa ,logistics etc essential whilst, preferably in the mining or process plant sectors.
- Ability to work effectively under pressure and available after hours in case of travel emergencies.
- Experience as an Office administration or Secretary is advantageous.
- Proficient in the Microsoft Office suite
- Excellent communication skills
- Strong ethical standards and work integrity
- Exceptional time management abilities
- Ability to multitask.
- Meticulous attention to detail in all documentation
- Cost awareness and control, with a knack for optimizing resources.
- Must have own reliable means of transport
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