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Admin Assistant

To provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback.

Job Description:

1. Effective sales tracking

► Draw relevant sales reports from relevant database as per requirements (eg, by category, product, region, buying group, month to month sales, etc)
► Collate information into one report and send to relevant part(ies)

2. 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

3. 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 (eg, in booking accommodation or venues)
► Process payments for vendors via SSA FM

4. 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 (eg, 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 (eg, sending out an email when someone is in hospital / sending flowers and cards)
► Perform general office administration as required in role (eg, updating photos on share drive, uploading ID cards, performing ECR reference checks, etc)
► Assist with HR-related tasks as requested by line manager


► Minimum 2+ years secretarial / admin experience, preferably in retail / FMCG
► Secretarial diploma or equivalent advantageous
► High computer literacy
► We offer: N/A

Location: Johannesburg Metropolitan
Contract: Permanent
Reference number: 4227/MOFS/KM/Admin Assistant/Johannesburg Metropolitan
EE/AA Status: Non EE/AA

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Johannesburg Metropolitan
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X-Local SA Admin
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02.07.2015 (1083 days ago)

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Admin Assistant JHB