Admin Assistant II

SUMMARY:
Admin Assistant II

POSITION INFO:
At Smollan, we're on an evolutionary journey where we're shifting our story. We're looking for truly unique people who believe in fostering a diverse and inclusive environment. Where our people are cared for, happy and inspired in building an extraordinary place to work. 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 ● Draw relevant sales reports from relevant database as per requirements ● Collate information into one report and send to relevant stakeholders ● Co-ordination of Trade Visits ● Schedule call cycles and trade visits and ensure there are no conflicting appointments ● Organise travel arrangements and accommodation for out-of-town travel ● Budget 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 ● Process payments for vendors via SSA FM Diary Management and General Administration ● 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 ● Anticipate priorities and schedule accordingly ● Plan agendas and ensure they are effectively distributed ● Plan ahead in scheduling recurring events ● Take effective minutes and ensure confidentiality ● Screen calls and emails as required and either channel to appropriate stakeholders 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 ● Draw \/ collate reports as required ● Ensure files and all information is updated and easily accessible ● Ensure strict confidentiality of relevant information ● Keep track of birthdays, occasions and events and respond ● 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 Key Competencies: Communication Collaboration Emotional Maturity Resilience Initiating Delivering Goal Focus Minimum Qualifications : Grade 12\/NQF level 4 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 Planning & organising skills Attention to detail Interpersonal skills