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    • Branch Secretary - Johannesburg - Ultra Personnel

    Ultra Personnel
    Ultra Personnel Johannesburg

    1 month ago

    Ultra Personnel background
    Description

    Job Description

    The successful candidate will be responsible for ensuring the smooth administrative operation of the Johannesburg branch.

    This position involves providing high-level administrative support to various departments, including coordinating meetings and events, and ensuring the branch functions effectively.

    Key Responsibilities:

    • PA to Branch Directors:
      • Attend to individual and group travel bookings
      • Scheduling internal / external meetings
      • Admin support for calendar events in Outlook
      • Credit card reconciliations / expenses
      • Ad hoc administrative duties as and when required
      • Travel reports, reconciliations and reimbursements
    • Branch Assistant:
      • Be the face of the organization; receive visitors and contractors in a courteous manner
      • Take full responsibility for the professional and smooth operation of the Johannesburg reception area and switchboard, including the front desk and the relief roster
      • Answering of incoming calls in a friendly, professional manner, connecting callers to the correct person and taking accurate messages when employees are not available and delivering them timeously
      • Creating Purchase Orders
      • Following up on PO approvals and processing Group Payment Requests as required
      • Assisting staff with expense claims as and when required
      • Maintaining and ordering stationary for the Johannesburg facility
      • Ensuring adequate stationary stock levels and keeping a record when issuing stationery to staff
      • Maintaining and ordering monthly groceries for the Johannesburg facility
      • Coordinating weekly and monthly staff meal orders
      • Assist HR with arranging catering for in-house training and Exco meetings
      • Ad hoc administrative duties as and when required

      Requirements:

      • Matric is essential
      • Certificate in Business Administration / Secretarial or similar, will be an advantage
      • A minimum of at least 5 years previous working experience in a similar role
      • Previous experience with 3CX Yealink
      • Must have at least 3 years of ERP Systems working experience, i.e. SAP, NetSuite, Pastel or similar
      • Valid code 08 drivers license and own reliable vehicle
      • Well-presented and professional demeanor
      • Clear written and verbal communication to effectively convey information in English
      • Attention to detail
      • High level of accuracy in typing and data capturing
      • Good multi-tasking abilities
      • Problem solving skills
      • Customer service orientated
      • Excellent proven skills working on MS Office (especially Excel, Word, Outlook)
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