Purpose of the Job

Responsible for Group travel arrangements / general admin / loading general & maintenance orders, assisting with queries and filing. Assisting the procurement department with various admin duties and overflow requirements.

Maintenance

• Create Orders
• Invoices for completed jobs to be handed over for receipting
• Accurate record keeping of orders generated and invoices received
• Send Invoices and receipts to creditors for payment
• Record keeping of all invoices sent to creditors
• Filing

 Group Travel

• Process Bookings for Flights / Accommodation & Car Rental requests as received on Sharepoint
• Generate Embrace orders
• Match Invoices to orders for payments
• Recon credit card statement monthly
• Recon accommodation and car rental supplier statements, ensure payments are up to date
• Accurate record keeping

Flower Orders

• Process requests on receipt as per the flower policy
• Create, place and track orders to the supplier
• Confirm delivery is done
• Match invoice to orders and hand over for receipting
• Send invoices to creditors for payment
• Record keeping of all invoices sent to creditors
• Ensure supplier statement is up to date
• Filing

PPE

• Queries – Check order status on Embrace. Obtain information from warehouse / buyer and supply feedback to the Business Unit/s
• Assist with loading inventory orders when requested
• Assist in checking returns received, matching to paperwork
• Assist in checking exchanges, matching to paperwork
• Assist to check Sharepoint that users updated PPE issue dates
• Assist to update employee data on Sharepoint

Stationery 

• Assist with loading inventory orders when required
• Create monthly internal orders for the procurement department’s requirements

Boardrooms – Catering / Refreshments

• Weekly stock check in the kitchen of cutlery and refreshments
• Create monthly orders for Boardroom refreshments
• Assist with catering / refreshments for clients and internal meetings if required
• Assist with boardroom bookings if required
• Ensuring that equipment in boardrooms is in working order
• Ensure that boardrooms are clean and tidy daily, report issues to maintenance department

General

• Filing
• Attending to day-to-day overflow requirements within the department
• Assist with report copies and binding
• Receiving & distributing internal mail
• General admin requirements
• Maintain and update the asset register bi-annually

Minimum Requirements

• Grade 12 (Matric)
• 3 years’ experience in admin / procurement environment

Skills Requirements

• Proficiency in MS Office (Outlook, Word, Excel, Powerpoint)
• Presentable – be able to deal with customers and suppliers in a professional manner
• Customer Relations
• Ability to multitask and perform under pressure