Office Assistant

**Assist with the following Duties**:
**Personal Assistant Duties**
- Setup accommodation and entertainment arrangements for company visitors.
- Maintain Exec’s calendars.
- Prepare and maintain Exec’s expense reports (credit cards travel expenses).
- Setup and coordinate meetings and conferences (year end functions, sales conferences, launch events).
- Letter writing, taking dictation, create transcribe, and distribute meeting agendas and minutes.
- Preparation of all Agreements
- Answer telephones and handle queries in an appropriate manner.
- Meet and greet clients and visitors.
- Perform general clerical duties to include but not limited to photocopying, faxing, mailing, scanning, and filing (also filing of Exec’s personal documentation).
- Dealing with incoming mail, faxes, post, and correspondence.
- Maintain hard copy and electronic filing system (All agreements, statutory, contracts etc.)
- Sign for courier/delivery packages.
- Research, price, and purchase office furniture and supplies (furniture / stationary).
- PA functions for numerous 3d parties
- Accommodation booking for Company employees.
- Liaise with suppliers.
- Ordering Office Supplies and Stationery
- Arrange delivery of stationery and groceries to the stores
- Coordinate project-based work (Tenders etc.)
- Assist with supervision to support Staff (Reception, tea, and cleaning ladies

**Reception**
- Switchboard Duties
- Relieving switchboard as well as daily reception duties

**Be prepared to be trained in the below duties, in time, for career expansion.**

**Additional Personal Assistant Duties**
- Devising and maintaining office systems to deal efficiently with paper flow.
- Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives)
- Handling of all insurance claims on the company policy and personal policy of Exec’s.
- Handling Medical aid submission and all claims for Executives
- Handling all utility queries for executives
- Handling all new vehicle registration and personalization of number plates
- Payment preparation for CEO and queries - checking statement for correct amounts.
- Following up on all medical, personal, and family queries
- General building maintenance (including and not limited to arranging air con repairer, handyman, electricians, carpet repairs, generator maintenance, ADT Services, and cleaning)
- Preparation of Exec’s lunches (will receive assistance from Tea ladies but they prefer that you prepare lunches if you not busy)
- Keeping an electronic record of all company cell phone contracts and handsets.
- Control the movement of assets and ensure procedures are adhered to.
- Booking of golf games for events and leisure
- Stationery and groceries, ordering and checking of stock.
- Unpacking stationery and groceries by herself to minimize loss.
- Picking stationery for all companies and delivering to them
- Overseeing stock taken for the kitchen - check out to boardrooms and checking back in
- Started a facility reporting system
- discusses with the Maintenance manager every.
- Fleet management: Vehicle licensing, new registrations, renewals, booking of maintenance for vehicles.
- Making sure passports, ID’s and drivers’ licences does not expire, organizes appointments for renewals.
- Visa Applications
- Facility management: Overseeing maintenance, quotations, payments, and general quality of completed work. Obtaining new Service providers for Maintenance and construction on the building.
- Liaising with architects, lawyers and building inspectors.
- Asset management
- Controlling e-tags and access cards
- Implementing new systems of control
- Overseeing Cleaners, Driver, maintenance worker, kitchen staff, office staff
- Facilities insurance, memorabilia, personal insurance.
- Handling Insurance claims, for the company as well as for the Executives and their families.
- Delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.
- Organizing deliveries and pick-ups for executives and their families
- Online purchases for the Executives
- Storage and delivery of prizes for Events
- Logbooks for Executives

**HR Duties**:

- Full recruitment cycle, including job specs.
- Booking boardrooms for interviews
- Capturing the outcomes of interviews and following up with recruitment agencies
- Drafting contracts, job descriptions and policies for new employees
- Capturing new employees on the Talenger system
- Preparing employee files
- Draw reports from system, head counts, leave, medical aid, union, pension fund.
- Preparing UI19 Applications
- Preparing letters of warning for employees when it is required.
- Inform Manager of hearings that must take place. Also do prep packs for complainant and chairperson.
- Attending to all Disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved.
- Ensure effective compliance with policies and procedures as well as legitima