Office and Managing Director Assistant

3 weeks ago

East Rand, South Africa Unique Personnel Full time

**Job Number**
- 72298

**Job Type**
- Permanent

**Job Title**
- Office and Managing Director Assistant

**Computer Skills**
- MS Excel,MS Outlook,MS Word,Syspro

**Industry**
- Mining

**City**
- Ekurhuleni (East Rand)

**Province**
- Gauteng
- General Description:
- The purpose of an Office and Managing Director Assistant is to provide comprehensive administrative support to the Managing Director (MD) and manage various office duties.- Principle Duties and Responsibilities:
- RECEPTION:
- Managing the switchboard.- Welcoming guests into reception.- Offering guests refreshments.- Boardroom booking management.- Arranging of couriers, sorting, and distribution of mail.- MANAGING DIRECTOR:
- Organizing and managing the Managing Director's schedule.- Scheduling appointments, meetings, and events.-
- Efficiently prepare meetings, draft, and distribute professional memos and take accurate minutes.- Ensure follow-up on actions items from meetings.- Handling and organising important documents, reports, and file.- Assisting with various projects and initiatives as directed by the Managing Director.- Conducting research, compiling data, and preparing reports.- Managing and tracking the Managing Director’s expenses. (Expense claims to be completed)- GENERAL OFFICE DUTIES:- Daily and Weekly Reporting to leadership team.- Responsible for physical petty cash.- Responsible for debit card issuing for ad hoc purchases.- Saving monthly bank statements.- Administration of travel insurance system.- Manage staff welfare - for example, ordering flowers.- Coordinate the procurement and distribution of Personal Protective Equipment (PPE), including requisitions, GRN.- Efficiently handle telephone and photocopier queries and maintenance, including logging service requests, tracking issues, and liaising with vendors for resolution.- Facilitate the systematic filing, scanning, and binding of documents, ensuring accessibility and organization for operational efficiency.- Managing insurance claims (mínimal).- Ensure the timely closure and documentation of non-stock jobs, maintaining accurate records for financial and operational reporting.- Manage travel arrangements for employees, including booking flights and accommodations.- Administration of travel insurance system.- Processes for non-stock items. (Including Requisitions, GRN)-
**Inherent Requirements**
- Qualification:
- Grade 12.- Administration experience is preferable.- Experience:
- Minimum of 5 years’ experience in a similar business.- Proven experience in MS Office - especially MS Excel, MS Outlook and MS Word- Proficiency in Syspro.- Skills and Abilities:
- Fluency in written and verbal English - good verbal and written communication- Professional demeanour.- Service orientation / customer centricity.- Detail-oriented / attention to detail / adept at noticing errors.- Must be able to multi-task, plan and prioritize.- Efficient and well-organised.- Highly trustworthy / confidentiality.- Demonstrated independent work initiative.- Interpersonal skills: Sound judgment. - Diplomacy. - Problem solving and analytical skills. - Driver’s license - Expertise in MS Office Suite.**What Qualification**
- Matric

**Minimum Qualification**
- Matric

**Status**
- Available

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