Administration Assistant

Function:   

Responsible to provide professional and efficient support service to Puma customers and internal employees. Support day to day administrative and clerical support so the team and office runs smoothly

KEY RESPONSIBILITIES:

1. Reception and meeting rooms

• Attend to all visitors, clients and customers in a professional and friendly approach
• Answer and screening the phone, taking messages when necessary and announce visitors in a professional and friendly manner.
• Liaise with relevant department for customer and client enquiries
• Ensure that meeting rooms and reception are always kept neat and tidy. Daily checks on meeting room cables, TV remote, AC and batteries.
• Reporting and registry of customer payments and fuel card collection.

2. General reception admin duties & other duties

• Courier service: parcels / deliveries / distribution
• Mail – collection and distribution
• Stationary orders, maintain records, manage distribution and coordinate with vendors
• Update the internal telephone directory list and distribute
• Keep abreast of the Organizational structure of Puma so that calls may be redirected effectively.
• Issuing of access cards and daily record keeping
• Daily newspapers – order / delivery / filing and completion of media review to management
• Help Organize events, meetings and deadlines
• General office queries / solves problems / direct person to relevant people

3. Travel and Accommodation

• Assist with all domestic and international travel bookings, accommodation arrangements, and related logistics in line with company policies and budgets and with the Travel Coordinator
• Assist Liaise with travel agencies, airlines, and hotels to secure competitive rates; ensure compliance with safety, visa, and company requirements.
• Provide timely assistance to travelers, maintain accurate records of bookings and expenses, and prepare reports on travel and accommodation usage.
• Shuttles / Transfers
•      Book local shuttles upon request

4. Cloakroom & Store room

• Keep cloakrooms and store room tidy in liaison with team and keep registery
• Supervising cleaning activities in liaison with team

5.Business Support Service

• Office Services
• Processing of Purchase orders and accrual reporting and reconciliation
• Keep log of maintenance issues reported internally

6. Customer Service Experience:

• Ability to communicate with people at all levels and all nationalities
• Professional manner
• Pleasant manner
• Friendly
• Efficient
• Thorough in cleanliness and detail
• Flexible

7. In addition to these duties, the job-holder may be required to carry out other duties from time to time like secretarial duties.

8. Comply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies.

Requirements:

Experience:

• Diploma or Degree in Business Administration or equivalent.
• 3-5 years’ experience in Customer Service and Administration

 Skills: 

• A self-starter able to take own discretion occasionally
• Professional image and grooming
• Fully computer literate MS Office, Excel
• Excellent organizational, written and verbal communication skills
• Ability to work in a multi-disciplinary environment and as Team player
• Negations skills

Competencies:   

• Strongly organized
• Customer Service oriented
• Good relationship and communication skills

Key Relationships:

• Internal – Business Support Manager, General Manager, and all other functions
• External - Customers, vendors