Merchandise Secretary

**Our client in the** **FMCG Industry, based in the Johannesburg is currently looking to employ a Merchandise Secretary.**

**An awesome career opportunity awaits.**

**Requirements**:

- Minimum grade 12
- 3-5 years’ experience in an administrative/secretarial role (preferably in FMCG / Retail).
- Computer literacy (word, excel, power point).
- Ideal employee profile: professional, credible, the ability to build and maintain good working relationships, be emotionally strong, organized and efficient, reliable, effective communication skills, confident, energy and positive can-do attitude, focus, sound judgement, attention to detail, collaborative with a strong service orientation.

**Responsibilities**:
**General office administration / clerical duties**:

- Screen telephone calls and notation of messages for National Buyers, National Merchandise Executive - Key Accounts and Executive GM - National Merchandise.
- Attend meetings where relevant and take minutes.
- Ensure distribution of mails and supplier documents / information to relevant team members in National Merchandise.
- Implement and maintain office systems.
- Ensure opening and control of supplier files.
- File documents in accordance with system and retrieve when required.
- Order and control stationery required for the Department.

**Document compilation and distribution**:

- Prepare and manage correspondence, reports, presentations, and documents.
- Take/type minutes, reports, memos, schedules, presentations etc. when required, and distribute to relevant people.
- Collate and process personal expense claims for National Buyers, National Merchandise Executive - Key Accounts and Executive GM - National Merchandise.
- Compile and manage supplier contact lists.
- Compile the pre-work pertaining to supplier meetings.
- File supplier billing schedules (theme grid & adhoc) and the maintenance thereof.
- Type feedback letters to suppliers.

**Appointments, travelling arrangements and functions**:

- Manage diaries and schedule supplier appointments for National Buyers, National Merchandise Executive - Key Accounts and Executive GM - National Merchandise.
- Organise and coordinate meetings.
- Arrange and confirm appointments with business associates as required.
- Book flights for National Buyers, National Merchandise Executive - Key Accounts and Executive GM - National Merchandise as required.
- Arrange accommodation bookings as required.
- Arrange car rentals as required.

**Coordinate the flow of information, both internally and externally**:

- Assist National Buyers, National Merchandise Executive - Key Accounts and Executive GM - National Merchandise where necessary in following up and resolving queries, complaints and ensure that the necessary communication takes place to the relevant parties.
- Timely distribution of Supplier letters and correspondence.
- Communicate verbally and/or in writing to answer queries and provide relevant information.
- Liaison with internal and external stakeholders.
- Ensure that all requests, queries and other opportunities from members, suppliers and other internal divisions are followed through to Company standard.