Admin Assistant II
Job Placements · Parkwood
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Job Summary
To provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback.
Key Responsibilities and Deliverables
Sales Tracking
â— Draw relevant sales reports from relevant database as per requirements
â— Collate information into one report and send to relevant stakeholders
â— Co-ordination of Trade Visits
â— Schedule call cycles and trade visits and ensure there are no conflicting appointments
â— Organise travel arrangements and accommodation for out-of-town travel
â— Budget Management
â— Collate expense claims and personal business slips for everyone with a company credit card and submit to Finance for payment
â— Use discretion in finding ways to save costs
â— Process payments for vendors via SSA FM
Diary Management and General Administration
â— Use discretion to resolve issues or escalate/channel when necessary
â— Monitor / follow-up to ensure effective problem resolution
â— Handle issues and complaints in a diplomatic, tactful and interpersonally sensitive manner
â— Direct queries/requests to appropriate parties
â— Liaise closely with internal and external clients to manage all scheduling of day-to-day
appointments and tasks
â— Anticipate priorities and schedule accordingly
â— Plan agendas and ensure they are effectively distributed
â— Plan ahead in scheduling recurring events
â— Take effective minutes and ensure confidentiality
â— Screen calls and emails as required and either channel to appropriate stakeholders or personally
action
â— Co-ordinate events/functions within budget
Office Administration
â— Book boardrooms as required and ensure required tools are available
â— Via correct reporting lines, ensure stationery and other housekeeping issues are efficiently
resolved
â— Update asset register (e.g., company cars, cell phones, etc.)
â— Update client database, call cycles and internal staff information using relevant systems
â— Draw / collate reports as required
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