Administrative Assistant

Responsibilities:

• Set up different types of meetings, including booking of venues.
• Create relevant folders on the computer and co-ordinate submission of presentation packs / reports from all Departmental Heads.
• Ensure that the minutes of FMSA and FMA Board meetings are completed, signed off and filed in minute folders for audit purposes.
• Ordering of Monthly Office Supplies and stationary.
• Manage the booking of the Boardroom, Training Rooms and other Meeting Rooms, including arrangement of refreshments and lunches .
• Manage the diary for MD and Sales Manager and loading their expenses into Concur.
• Undertake electronic travel requests for all Departments in the Company, the travel agenda, including Regional / international travels – (Booking of Flights, Ground transportation, Accommodation, Foreign Exchange, etc).
• Organise Visa requirements and all supporting documents i.e, letters of invitations, travel insurance, Confirmations of employment, etc, as well as international roaming Mobile, routers and data packages.
• Sort invoices in line with travel approvals, check charges and allocate to correct department. Also summarise Overseas travel expenses, balance with Finance Department for TAX PACK.
• Manage and administer all Mobile Phones, Data packages, and Proxima procurement process for Federal-Mogul (DRiV).
• Allocate cell phone accounts and monitor usage – (Raise alert for over-usage).
• Keep records of expenses.
• Administer Customer Communication both pricing and general NPI communication.
• Distribute Advertising media to the various Area Managers across SSA regions.
• Keep a recon of Advertising materials for the purpose of ongoing campaigns and receive all Value Adds,  ensuring ensure accuracy in terms of items ordered and delivered.
• Participate in Fitment Centre groups, keeping a record of the total population and their location, and training received and Certificates.
• Co-ordinate Onboarding for new Suppliers as Vendors.
• Book and RSVP for the Sales Team Seminars, Events and Conferences.
• Ensure Customer Commercial Agreements are all uniform and updated, signed off by all parties, shared will all relevant stakeholders and filed.
• Facilitate customer invoices to ensure correct credits are signed off and administered to Finance for processing.
• Ensure that POS Materials are ordered and maintained.
• Order and co-ordinate Corporate Clothing.
• Work closely with HR in planning of team events which help cultivate a spirit of collaboration and inclusivity.

Requirements:

• Office Administration Degree / Diploma.
• At least 5 years Office Administration experience, preferably in a Regional environment.              
• Proficiency on all Microsoft Packages.
• Sufficient knowledge to navigate on a variety of Computer systems.
• Lateral Thinking ability.
• Interpersonal Skills.
• Excellent Administrative Skills.
• Problem Solving Skills.
• Ability to communicate at all levels.
• In-depth understanding of the LEAN principle (Continuous Improvement Principles). 
• Good time keeping & attendance / punctuality.
• Ability to prioritize / deadline orientation.
• Teamwork.
• Ability to work under pressure.
• English - min. B2

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