Management Assistant

6 months ago

Pretoria, South Africa HotelJobs.co.za Full time

BMW ROSSLYN PLANT

Mr Maisela

Full job description

**MANAGEMENT ASSISTANT - FINANCE & ADMIN CLERK**

**Job Responsibilities and Duties**

The primary duties of the Management assistant - Finance and Admin Clerk will cover administrative and secretarial operations within the management function, covering both administrational reporting of operational daily data, production administration, supporting client management, creditors management, invoice capturing & filing as well as supporting further in areas of the vendor management administration process, petty cash and expenditure reconciliations & daily administrational tasks.

**Job Role**

**Operations**
- Own and continuously develop daily operational reports and data generation.
- To manage and maintain production office administration systems and services by coordinating all secretarial and administrative functions (personnel carriers, diary management and minute taking) driving smooth and continuous operations across the Management team.
- Lead all production reporting and daily planning alongside Production manager.
- Capturing of Job Cards into order book.
- Perform clerical and typing duties, and other related duties as required.
- Manage the catering for all on-site functions, events and meetings by coordinating the procurement and delivery of all foods, ensuring quantity and quality is delivered as per specification.
- Manage the petty cash float and reconcile expenditures across the company credit cards and the float ensuring all transactions can be accounted for.
- Manage the Personnel Carriers by monitoring their operations, providing scheduling assistance as required and ensuring that they reach their daily appointments as required.
- Prioritize and manage multiple tasks efficiently.
- Maintain confidentiality and discretion in handling sensitive information.
- Answer incoming calls, greeting callers, providing information
- Acts as an office frontline operator, gives information to callers or transfer calls to appropriate offices or taking messages as necessary.
- Manage and coordinate the diaries of the various Management within MetQ by managing schedules, planning meetings, organising travel and accommodation facilitating smooth operations across the Management function.
- Prepare meeting agendas and briefing packs for all meetings and individuals joining the meeting by engaging with all relevant stakeholders to create a comprehensive agenda and take minutes to ensure all points of order are addressed as agreed throughout the session.
- Manage and store all presentations by collecting and storing them on the requisite servers as well as keeping physical copies to ensure comprehensive record keeping.
- Supports walk in clients and facilitates the over counter sales as and when required.** Events Management**
- Manage and coordinate all events within MetQ, as requested by the respective HOD’s, within the allocated budget and timeframes, selecting vendors and venues as needed

**Communication**
- Actively lead corporate communication within METQ.
- Manage all social platforms and support METQ Marketing campaigns.

**Finance**
- Filing and archiving of accounting documents.
- Controlling all stationery and refreshment orders and issues.

**Resource Management**
- Determine resource needs within own area of responsibility to achieve individual role outcomes.
- Request required assets and resources for the fulfilment of work duties to attain quality work outputs.
- Use assets and resources optimally within own area of responsibility.

**Stakeholder Relations**
- Engage with all relevant Departments on issues of the area of specialization, as directed by the Manager.
- Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.

**Requirements**:
Qualifications:
**Qualifications and Experience**:

- Grade 12;/ NQF Level 4
- Minimum 3 years’ experience as a Receptionist / Admin Clerk / Planner /Finance assistant
- Computer literate.
- Financial management / accounting will be advantageous.
- Manufacturing experience will be advantageous.
- Planning
- Certificate in Office Administration is advantageous.

Inherent requirement

Must be medically fit.

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