Admin AssistantDate posted 01.07.2020 Ref number 986767 Job Details
Ensure that the documents are complete and no erasures before sending out.
Answer telephone and screens calls, provide information, and take messages as required.
Maintain highly confidential Company, policy and employee information.
Making appointments for Manager, travel arrangements, and meeting arrangements that may require coordination between departments and outside parties.
Organize meetings/events including coordinating agendas, planning logistics, meeting equipment needs.
Draft routine correspondence.
Manage routine administrative processes for the department which may include: ordering supplies, processing travel expenses, processing payments, and researching charges to department budget.
Out of hours administrative support to the department including: booking of meeting rooms, taxi and courier bookings; flight and hotel bookings; meals and restaurant bookings.
Provide central first point for printing, scanning, photocopying and CD scanning including volume requests.
Monitor hardware such as printers and photocopiers & stationeries to ensure paper and toner is replenished and that all technical faults are fixed in a timely manner.
Sending requests for Office maintenance, parking issues & renewing of contract.
Open, sort, and distribute incoming correspondence, including faxes and email.
Updating the list of new matter number listing, documents in safe, contact list, away list and seating plan.
Greet guests & new joiners, guide them to their assigned office and provide them an access card and telephone pin codes.
Manage all aspects of Document Control like encoding, tracking & typing all incoming & outgoing documents.
Make sure that the documents are kept in a right place and in a right archive filing system.