Operations Secretary at Empact Group

The Main Purpose of the job

• The incumbent will be responsible for assisting the Regional Manager with all administrative duties.

Education and Experience required:

• Matric / Grade 12
• Secretarial diploma / certificate
• A minimum of five years secretarial experience
• Fully competent in MS Office packages
• SAP experience advantageous

Knowledge, Skills and Competencies:

• Excellent organizational, numeric and administrative skills
• Ability to multitask and priorities effectively whilst working in a stressful environment
• Excellent interpersonal skills and ability to communicate at all levels
• Well-groomed and professional
• Ability to maintain confidentiality
• Ability to work flexible hours

Key areas of responsibility:

• Assistant to Regional Manager (RM) and Area Managers
• Responsible to assist with all operational duties
• Handling confidential information.
• Receive visitors in a highly professional manner.
• Take telephone calls and messages for RM as well as AM’s and communicate the messages prompt and correctly.  Take own initiative to resolve issues in advance.
• Ordering of PPE for all contracts (uniforms, safety shoes, jackets, safety glasses, etc.).  Follow up on Quotes, Purchase Orders, Invoices and Payments.  Updating of all relevant information on MS Excel spread sheet.
• Ordering of name badges on behalf of AM’s.  Follow up on Quotes, Purchase Orders, Invoices and Payments.  Ensure that acknowledgment of debt forms are attached to each order.
• Ordering of all monthly chemicals, consumables and equipment for all contracts, ensuring that all stay in budget.  Follow up on Quotes, Purchase Orders, Invoices and Payments.  Do the picking on SAP
• Ordering of monthly stationary for office and contracts. Follow up on Quotes, Purchase Orders, Invoices and Payments.
• Updating and printing of monthly time sheets for each Cleaner at each contract using SAP.
• Printing of monthly Dashboard Reports using Supercare Web Portal System.
• Booking of monthly scheduled Capitec deep cleans on MS Outlook Calendar, following up on deep cleans and signed job cards.  Updating of deep clean schedule. Also, for non-pre-scheduled cleans e.g. floods.
• Following up on Capitec monthly attendance registers.  Updating of schedule.
• Following up on Learnership cost savings and updating of schedule each Monday.
• Following up on outstanding Increase Letters of all contracts.
• Compile monthly J’s, VI’s and CN’s (billing related documents).  Update schedule of all created documents on billing schedule (“horror list”).
• Update contract list and client list of all contracts.
• Update costing summaries of all contracts.
• Update increase schedule of all contracts.
• Update Supplier telephone list.
• Update Profit Centre’s organogram with regards to new appointments or resignations.
• Arrange business cards for new appointments.
• Arrange e-mail addresses and fax to e-mail numbers for new appointments.
• Arrange printer, scanner and telephone passwords for new appointments.
• Update employees within Profit Centre’s personal info (next of kin, allergies, contact numbers, etc.)
• Update spread sheet of monthly Invoices to be received and arrange for PO’s to be done and payments to be made. 
• Update spread sheet of monthly payments received and follow up on all outstanding payments.
• Following up on weekly vehicle check lists.  Updating of vehicle info schedule. Keep track of Driver’s Licenses and vehicle license disc expiry dates and remind AM’s in advance.  Arrange vehicle services and handle admin with regards to vehicle fines.
• Compile documents for new vendor applications.  Follow up with Procurement until vendor number has been created.
• Complete monthly gift and hospitality registers and attach copies of expenses.
• Complete Regional Manager’s monthly FNB credit card recon and attach original expenses slips / invoices.
• Travel / accommodation arrangements.
• Typing of different documents.
• Sending huge amounts of e-mails and follow up promptly until issue has been resolved or task has been completed.
• Arrange and co-coordinate meetings.  Taking minutes of meetings and typing thereof.
• Update birthday list of important Clients and send congratulations via e-mail.
• Assisting AM’s with all IT related issues – log computer problems and follow up with IT Department until problem has been solved.
• Update IT information spread sheet – serial numbers of laptops, tablets, computers, etc.
• Compiling of new ISO files, as well as updating of current ones.  Scan all agreements of each contract and save it on the h-drive.
• Filing of all correspondence and other documentation.
• Coordinating and assisting with leave taken and update leave file.
• Switchboard reliever