Admin Assistant II

At Smollan, were on an evolutionary journey where were shifting our story. Were 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