ADMIN ASSISTANT

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 party(ies)

Co-ordination of trade visits

• Schedule call cycles and trade visits and ensure there are no conflicting appointments (as required in role)
• Organise 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

Key Competencies

• Organisational commitment
• Teamwork & collaboration
• Relationship building
• Agility
• Performance & results driven
• Continuous growth & improvement
• Resilience & stress management
• Service excellence
• Analysis & problem solving
• Planning & prioritisation
• Quality & detail excellence
• Communication