Office Assistant


  • Date Listed 24/11/2014
  • Location

    Kommetjie, Southern Peninsula

  • Advertised By Private
  • Job Type Full-Time

Mechanical engineering and gasses production manufacturing firm has a position available for an Office assistant.


Duties include but are not limited to:

a.       Telephones: Answer, take messages, call screening and transfer

b.      E-mails: Read general enquiries and forward to corresponding person, answer basic queries, communicate with clients and suppliers

c.       Receive deliveries, clients and supplier representatives

d.      Meetings: Prep boardroom for meetings, keep stock of required refreshments, entertain attendees until meeting starts.

e.      Filing and document control

f.        Manage driving list, driver and related documentation

g.       Manage courier collections, deliveries and related documentation

h.      Assist with imports, exports and related documentation

i.         Acquire quotes from suppliers

j.        Follow up on incoming deliveries from suppliers

k.       Creditors: Acquire quotes, place orders, follow up on long lead items, receive goods, approve invoices for payment,  load invoices on Pastel, put together payment packs for bookkeeper by month end.

l.         Debtors: Receive & acknowledge purchase orders, keep track of open orders & liaise with customer on progress of order, Arrange collection / delivery of orders, invoice customer in Pastel, make up delivery notes, control customer documentation, send invoices and statements to customers, debt collecting.

m.    Some Personal Assistant tasks to GM and Director: manage some personal responsibility duties (like arranging vet, doctor & hairdresser appointments); source prices for personal house and car repairs, maintenance and upgrades;

n.      Travel arrangements for over border work as well as personal R & R, arrange flights, accommodation, meals, visas, work permits, etc  

o.      Procure and issue PPE and corporate wear

p.      Manage office’s stationery stock levels

q.      Manage office refreshment and cleaning stock levels

r.        Make and serve refreshments if required

 

The applicant must have the following skills:

Excellent English communication skills both written and spoken.

Basic mathematical literacy

Excellent computer skills (Microsoft Word & Excel, Pastel would be beneficial, but training will be provided if necessary)

Excellent administrative skills

ISO 9001 quality management system experience will be advantageous

Experience in the mechanical engineering industry will be advantageous

Experience with imports and exports will be advantageous

Experience with travel arrangements will be advantageous

Pastel experience will be advantageous

Special benefits

10 days study leave subject to approvals by GM

20 days annual leave after 5 year service 

 

Gross salary – R 8,500.00


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