Administrative Assistant

3 weeks ago

Stellenbosch Western Cape, South Africa Capital H Staffing and Advisory Solutions Full time

Our client, a fast-growing Belgian company specialising in "Made-to-Measure" construction, seeks an Administrative Assistant fluent in Afrikaans from South Africa. In this role, you will be responsible for performing diverse administrative duties to support various departments of the company in Belgium (from South Africa).

**Your Profile**:

- You have +/- 3 years of experience in administration.
- You have an excellent command of the Afrikaans or Dutch language as well as English. (Basic knowledge of French will be beneficial, but not required).
- You enjoy administrative work and work accurately and meticulously.
- You are socially adept and have strong communication skills.
- You remain calm under pressure and respond effectively.
- You are discreet and maintain integrity, working in accordance with GDPR guidelines.

**Your Responsibilities**:
**HR Administration**
- Follow up on temporary employees' hours and communicate them to temporary employment agencies (Service Up, Forum, L2E)
- Follow up on freelancers' hours and confirm them to freelancers
- Weekly follow-up of L2E contracts & overtime hours of L2E employees
- Weekly check of invoices from temporary employment agencies
- Prepare attendance registers for workers based on hours from Promacalc (last day of the month)
- Follow up on the validity of driving licenses in Promacalc & communicate to the Operational Director if a license is about to expire
- Register training courses and training certificates in personal files in Promacalc
- Keep an overview of training & training credit up to date. Communicate status of training credit to employees.
- Follow up on the validity of training courses in Promacalc and take necessary actions (look for training partner, enroll & communicate enrollment)

**Financial Administration**
- Weekly preparation of payment lists for customers and suppliers
- Monthly check of orders and invoice if possible
- Preparation of outgoing invoicing for NV + SRO
- Booking and follow-up of purchase invoices

**Administrative Support**
- Order-intake sales / export
- Request certificates of good execution of projects
- Book travels
- Weekly check of Oktopus alarms
- Execute site notifications
- Special declarations CIAW via platforms
- Check incoming recurring invoices (Geodynamics, Oktopus, etc.) and enter them in the order form in Promacalc
- Check invoices (internet, mobile telephony, electricity, 4411, Shell home charging and public charging stations, pluginvest (consumption of own charging stations vs. home charging: report if there are significant differences).
- Keep internal phone lists up to date
- Request general certificates for tenders: Social Security certificate, Criminal record extract, Collective insurance certificate, Civil liability certificate
- Prepare list for photographer and pass it to SALES for review
- Request certificates of good execution
- Customer satisfaction - surveys - checklists

**General**:

- The role might require traveling to Belgium for training.
- A valid passport is required
- Proficiency in Afrikaans is required
- This opportunity is open to profiles in South Africa, with collaboration primarily with the Belgian teams.
- Please include your current salary and salary expectations.

**About the company**:

- We offer total solutions: with foundations, supporting structure in steel, stainless steel, or aluminum up to finishing with glass, wood, plastic, or a combination of different materials.
- We have our own measuring & engineering department and an experienced team of project leaders and engineers.
- Production takes place entirely under our own management: certified welders in our workshop and permanent teams for assembly. This way we can guarantee the quality

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