Admin Assistant

7 days ago

Durban, South Africa CDI HR Consulting Full time

Prepare and update staff leave schedules on a daily basis.
- Ensure Staff leave filing is up to date at all times - this includes to the shared OneDrive Folder.
- Maintain employee records ensuring utmost care and confidentiality.
- Compile and maintain all Company policies and procedures relating to HR.
- Ensure the clocking system / software program is maintained and up to date at all times. New staff must be added when starting with the Company, and staff leaving the Company are to be removed from the system.
- Download and monitor employee clock in and out hours on a regular basis and report any abnormalities to Management, as well as implement the remedial action required.
- Distribute copies of the Company Code of Conduct and Non-disclosure Agreements to all branches on an annual basis, for all staff members to sign and complete all Company compulsory documents.
- Distribute provident fund benefit statements, personal particular forms and other employee documentation to relevant staff members on an annual basis / when required.
- Prepare all documentation required for EE meetings scheduled with DRG. Ensure this information is distributed to all EE committee members, as well as branches when required.
- Prepare information as well as any documentation required for the Company’s BEE submission.
- Ensure EE / BEE / DRG filing is up to date at all times.
- Compile internal memos for send out as required.
- Compile staff warnings where required.
- Check availability of chairpersons required for staff disciplinary hearings and ensure branches have access to Skype / Teams when / if required.
- Complete and submit monthly salary input sheets (Qualichem, Ashrad & Artplus)
- General HR administration and processes.
- Advise and assist supervisors with employee performance reviews.
- Conduct new employee orientations, prepare onboarding documentation, prepare new staff worksations, PPE i.e. Ensure that when new staff join the company, all aspects required for their work are ready and available to them
- Compile data and write reports on HR activity
- Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments.
- Implements employee recognition programs.
- Performs routine tasks required to administer and execute human resource programs including but not limited to compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.
- Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff.
- Maintains compliance with local employment laws and regulations and recommended best practices; reviews policies and practices to maintain compliance.
- Performs other duties as assigned.

**1.** **IT Support**
- Ensure any issues relating to computers, Pastel or the Cloud are reported to the relevant service provider for assistance.
- Create and maintain O365 licenses assigned to Company mailboxes.
- Register web domains with the relevant service provider when required.
- Obtain quotes for Company equipment when required i.e. laptops, printers etc.
- Arrange for the removal of redundant IT equipment from the relevant branch when required.
- Check monthly invoices / statements received from all service providers and request payment.
- Assist with maintaining all telecommunication systems, as well as any queries related to faulty telephone lines.
- Monitor monthly telephone accounts - and top up account credits when required.
- Assist reps with any problems they may experience with the iPads or Sales App.
- Update Google Drive when required - pricelists, promotions, TDS’s, Forms etc.
- Update and maintain information on Company websites as requested.

**2.** **Marketing**
- Assist with the implementation of marketing strategies.
- Prepare content for the publication of marketing material and oversee distribution.
- Oversee the design of product packaging and other marketing material.
- Proofread marketing material.
- Ensure product catalogues, pricelists etc are kept up to date with the latest imagery and product information at all times.
- Organise promotional point of sale items for new products.
- Source suppliers of promotional material / branding when required.
- Review and maintain all Company websites.
- Create business card artwork when required.

**3.** **General Admin**
- Prepare Important Dates to Diarise send out on an annual basis.
- Compile internal and external memos - shutdown dates, stock take notifications etc.
- Prepare and send out bulk mail send outs from Everlytic or via “mail merge”.
- Log insurance claims when required.
- Book accommodation for sales reps travelling on a monthly basis.

**Job Type**: Part-time
Part-time hours: 40 per week

**Salary**: R1.00 - R12,000.00 per month

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