Personal Assistant

2 weeks ago

Cape Town, South Africa Teleperformance South Africa Full time

**Job Overview**

To succeed in this role, you will require excellent time management skills and be comfortable working with internal and client stakeholders at all levels.

**Key Responsibilities and Accountabilities**

Perform a variety of administrative duties inclusive of but not limited to the following;
- Prepare and send invoices for payment
- Create and update financial spreadsheets and track expenses

**Client and Colleague Visit Support**:

- Coordinate all aspects of client and colleague visits, including travel arrangements, accommodation, transportation, and meeting schedules.
- Ensure a smooth arrival and departure experience for guests, handling airport pick-ups, drop-offs, and hotel arrangements.
- Serve as a point of contact for guests, addressing their inquiries, providing information, and resolving any issues that may arise during their stay.
- Collaborate with internal teams to arrange meetings, events, and client entertainment activities, ensuring a positive and memorable experience.

**Visa Application Support**
- Liaise with colleagues, and on occasion direct with Clients, to obtain the required paperwork, ensuring compliance with visa regulations and guidelines.

**Logistics Coordination**
- Manage logistics for client visits, including transportation arrangements, hotel bookings, meeting room reservations, and other necessary arrangements.
- Coordinate with external service providers to ensure the availability of required equipment, facilities, and services for client meetings and events.
- Handle unforeseen circumstances or changes in plans effectively, adapting logistics arrangements accordingly.

**Supplier Liaison for general and branded goods**:

- Collaborate with suppliers to procure branding goods, ensuring quality, timely delivery, and adherence to branding guidelines.
- Maintain regular communication with suppliers, negotiate contracts, and address any issues or concerns.
- Coordinate with internal stakeholders to identify branding needs and provide guidance on suitable merchandise and promotional items.

**Main Competencies**
- Proven experience in guest relations, client services, or a similar role within the BPO or hospitality industry (essential).
- Superb verbal and written communication skills in English (additional language skills are a plus).
- Strong interpersonal skills to build relationships with clients, colleagues, and suppliers.
- Ability to maintain confidentiality of company information
- Be flexible and confident in using own initiative
- Strong compliance and adherence to company policies and procedures
- Maintain relationships with both internal and external vendors.

**Education and specific training**
- Secretarial or admin qualification preferred but not compulsory
- 5 Years plus working experience in a customer-centric environment

**Job Types**: Full-time, Permanent

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Administrative office procedures, practices and equipment: 1 year (preferred)

**Job Types**: Part-time, Permanent

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

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