Administrative Assistant - Cape Town at Medtronic

Job description

Main Purpose Of Job

Handle the front desk assistance and administrative support in the office to ensure the smooth operation of the Business Support Depart and CPT office to maintain an efficient office environment

MAIN JOB DUTIES/ RESPONSIBILITIES: First point of contact for the CPT office providing business support:

• Manage the Company's Reception Area (Calls, Mail Distribution and Guests)
• Calls
• Answer phones and transfer to the appropriate staff member
• Inform about missed calls by email including the contact details (name, Co., phone #)
• Receive and distribute accurate messages
• Manage phone calls during absence, breaks and while away from desk
• Manage tele-conferencing: book the meeting room, provide a bridge number and invite attendees in outlook
• Courier & Mail Distribution
• Coordinate messenger and courier service
• Check and distribute documents and correspondence daily
• Organize regular shipment pickups
• Receive, sort and distribute incoming mail (including former employees) and packages on time
• Check out all outgoing shipments and packages
• Follow up and track incoming and outgoing shipments
• Provide information/ feedback on shipments and mail
• Track and check invoices at the end of each month before submitting them to the Finance department
• Guests
• Greet public and clients and direct them to the correct staff member
• Offer refreshments to visitors while waiting in reception
• Hand the visitor a visitor badge (MDT Visitor badges and Customer Visitors)
• Make sure to retrieve the visitor badge when leaving the building
• Emails
• Monitor incoming emails and answer or forward as required
• Receive and respond timeously to all emails
• 24hr turn around response time
• Office Support
• Provide office operations support
• Developing reporting procedures
• Handle inquiries and incoming work requests
• Provide information by answering questions and requests
• Respond to daily employees' requests
• Serve as liaison to employees and the general public in facilitating requests for information and complaints
• Provide administrative support to VP and management; maintain an up-to-date calendar and record-keeping systems, develop and maintain updated databases and/ or spreadsheets
• Contribute to team effort by accomplishing related results as needed
• Accelerate work results
• Catering for onsite meetings/ trainings for all staff
• Ordering of business cards and name badges for the operations and mentioned directors
• Visa application letters for all staff
• Business Support & Finance Responsibilities
• Control basic accounting functions, directly associated with business support such as checking invoices i.e. DHL invoices
• Load new vendor profiles after the approval of the Business Support Supervisor
• Issue purchase orders
• Follow-up on payments
• Respond to queries related to vendor payments
• Provide office operations support i.e. eCats, PO’s
• Workflow
• Type documents, reports and correspondence
• Photocopy, scan and fax documents
• Place and expedite orders for office supplies i.e. stationery, envelopes and printing paper in accordance with company guidelines
• Coordinate and maintain smooth work flow
• Keep front office area clean and tidy
• Start the pool car twice a week
• Copy of check-list emailed to me daily
• Inventory Control
• Monitors and maintains current inventory levels, track records and investigate problems
• Have hands-on knowledge of products used and keep recording of technical machines and samples. Check daily incoming stock (Item codes, lot numbers etc.) for consignment and samples
• Discrepancies with stock to be actioned the same day discrepancy is found
• Consignment stock management on MMX, Eric Buitendag is the contact person at head office
• Put in proper control measures for outgoing stock
• Regularly check all POD books
• Quarterly full stock counts to be completed with the help of the sales staff within 24 hour period and communicated to Alain within 48 hours
• Compliance with all company policies and procedures, including but not limited to Safety, Health & Environmental, and Quality Assurance

Job Experience

• Significant amount of experience in an administrative role supporting both international and local clientele
• Internships or have been an orientation trainee at some point
• Administrative projects

Qualifications

• Standard 10 (Grade 12) qualification
• Word and excel knowledge is imperative
• Microsoft Outlook knowledge is imperative
• Power point understanding is potentially needed
• Ability to speak English and Afrikaans

Skills/Competencies

• Organization and planning skills
• Professional corporate attire
• Time management skills and the ability to prioritize work
• Excellent verbal and written communication skills
• Data management
• Attention to detail and accuracy
• Problem solving ability
• Customer service orientation
• Competent computer skills including MS Office or equivalent
• Adaptability
• Accuracy
• Flexibility and multi-tasking capabilities
• Reliability
• Consistency
• Teamwork and organizational abilities
• Confidentiality
• Typing speed and accuracy
• Stay calm under pressure and be patient
• Good listening skills
• Interpersonal skills
• Professionalism

DISCLAIMER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job; as this may vary depending on the business requirements and the region.