Secretary Centurion - South Africa
South African Mint Ltd
We are looking for a Secretary to report to the Engineering Manager. Organises and maintains effective filing systems, including archiving documents to ensure that they are kept up to date. Assists with presentations, content and layout for the department. Ensures that there is effective communication with suppliers and that goods received are shown on SAP prior to submitting invoice to Finance for payment. Provides clerical and general office support to other departments when required. Prepares all reports and manages correspondence and documents for the Engineering Manager including the monitoring of a document management system. Acts as a port of call on behalf of the Engineering Manager in certain routine matters in his/her absence, assists with planning and managing of administrative projects in area of accountability as and when required. Acts as key liaison point between managers in department, external clients, suppliers/vendors and other key parties to ensure seamless delivery of activities. Facilitates processes and mechanisms to ensure effective daily functioning of a team. Liaises with the stores department in terms of ordering of internal orders such as, stationary, office equipment, refreshments etc. Arranges meetings, including collation of minutes and/or briefing notes. Processes and conducts reconciliations of all expense claims timeously and correctly. Ensures all personnel and office expense claims are approved and submitted timeously for refund. Arranges local and international travel bookings, forex and reconciliation after trips. Ensures that all travel arrangements and related bookings are correct, booked and confirmed. Processes job cards onto the SAP system and ensures sequencing and coding of all job cards for tracking purposes. Maintain the job card filing system and ensure readiness for auditing. Assists maintenance planners with any planning administrative duties. Matric or Equivalent Secretarial Business Administration Diploma Above average competence in the use of computerized packages (Excel, Word, Advance PowerPoint, SAP) At least 3 years relevant experience as a Secretary. Report writing, Administration, Organisational skills and Research skills
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