Job Purpose:

• To support operational excellence by providing administrative services to the Executive: Manufacturing (Milling), Manager Milling Operations and MIlling Manufacturing team.

Responsibilities:
To support operational excellence by providing travel and diary management services to the technical milling team by:

• Liaising with travel providers to ensure cost effective flight/ travel and accommodation plans.
• As needed including sourcing of flights, hotels, visas, passports, hired
• Timely and correct recording of employee’s travel related claims and credit card

To optimize time management for the Technical Milling Executive and Technical Team by providing the following ongoing secretarial and administrative services such as:

• Diary management for offsite and onsite meeting bookings,
• Raising purchase orders for stationary or service provider orders
• Doing monthly GP transactions/ Cost management to process orders

To support functional performance alignment and standardization through the:

• Creation and updating of Milling corporate technical team documents, templates and SOP’s as and when required.
• Preparing communication to relevant stakeholders

Provide general office management services such as:

• Note taking and typing,
• Printing, binding,
• Filing, and recordkeeping/ Departmental filing system (digital and physical) and Stationary, consumables

To create a professional event hosting and welcoming first point of contact for the organisation:

• Greeting visitors and callers courteously and efficiently,
• Screening and directing incoming calls
• Projecting a positive image that builds trust and enhances the organisation’s
• Arranging refreshments / meals and branding for internal and external

To support fact-based decision making through on time and in full reporting as needed by:

• Collating data and generating the monthly Manufacturing Milling EXCO presentation as well as:
• Other weekly and monthly reports
• Developing professional, high-quality PowerPoint presentations for EXCO and management reporting
• Compiling clear, structured reports in Microsoft Word (including summaries, insights, and supporting data)
• Applying analytical skill to identify data anomalies for investigation
• Advanced use of Microsoft Excel (including Pivot Tables, data analysis, and data validation)
• Participating in the Invocom as and when required
• Ad hoc support for Corporate and HR projects e.g. internal communications, survey administration, duties etc.

Qualification Requirements

• Matric – Essential
• Secretarial/ Business Administration/ PA certificate – Essential
• Microsoft Office – Advanced (Excel, PowerPoint, Word) – Essential
• Driver license or equivalent – Essential

Experience Requirements

• Secretarial / Personal Assistant/ Office manager 4-5 yrs

Skills and Competencies

• Office administration principles and processes
• Diary and Travel management requirements
• Basic cost control, invoice and payment tracking process requirements
• Diary and Travel management skills
• Advanced Microsoft Office skills (Excel – Pivot Tables, data analysis; PowerPoint – presentation development; Word – professional report writing)
• Report writing and presentation development – (Word, Excel & PowerPoint)
• Event planning and coordination
• GP 2013 user skills