Administrative and Logistic Assistant

6 months ago


Johannesburg, South Africa Minopex Full time

**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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