Admin Assistant II Smollan – Western Cape




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:
Effective sales tracking

Draw relevant sales reports from relevant database as per requirements (e.g., by category, product, region, buying group, month to month sales, etc.)
Collate information into one report and send to relevant part(ies)
Co-ordination of trade visits

Schedule call cycles and trade visits and ensure there are no conflicting appointments (as required in role)
Organize travel arrangements and accommodation for out-of-town travel
Effective budget / expenditure management

Collate expense claims and personal business slips for everyone with a company credit card and submit to Finance for payment
Use discretion in finding ways to save costs (e.g., in booking accommodation or venues)
Process payments for vendors via SSA FM

Effective diary management and office administration (including ad hoc events management)

Use discretion to resolve issues or escalate/channel when necessary
Monitor / follow-up to ensure effective problem resolution
Handle issues and complaints in a diplomatic, tactful and interpersonally sensitive manner
Direct queries/requests to appropriate parties
Liaise closely with internal and external clients to manage all scheduling of day-to-day appointments and tasks
With a minimum of information, anticipate priorities and schedule accordingly
Plan agendas and ensure they are effectively distributed
Plan ahead in scheduling recurring events
Demonstrate assertiveness when necessary when prioritising demands
Take effective minutes and ensure 100% confidentiality
Screen calls and emails as required and either channel to appropriate parties OR personally action
Co-ordinate events/functions within budget
Office Administration

Book boardrooms as required and ensure required tools are available
Via correct reporting lines, ensure stationery and other housekeeping issues are efficiently resolved
Update asset register (e.g., company cars, cell phones, etc.)
Update client database, call cycles and internal staff information using relevant systems where appropriate
Draw / collate reports as required
Ensure files and all information are up-dated and easily accessible
Ensure strict confidentiality of relevant information
Keep track of birthdays, occasions and events and respond appropriately (e.g., sending out an email when someone is in hospital / sending flowers and cards)
Perform general office administration as required in role (e.g., updating photos on share drive, uploading ID cards, performing ECR reference checks, etc.)
Assist with HR-related tasks as requested by line manager
Effective teamwork and self-management

Proactively develop own skills and knowledge and ensure appropriate skills and knowledge transfer (where appropriate)
Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines
Ensure data integrity of all reports to client and management
Demonstrate consistent application of internal procedures
Plan and prioritise, demonstrating abilities to manage competing demands
Demonstrate abilities to anticipate and manage change
Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organisational needs

Minimum Qualifications:
Grade 12

Minimum Experience:
1-2 years secretarial / admin experience, preferably in retail / FMCG

Knowledge, Skills & Abilities:
Communication Skills (verbal & written)

Sales Objective Achievement Skills

Financial Management Skills

Time Management Skills

Planning and Organising Skills