• South Africa & Abroad

Admin Assistant

Admin Assistant I – M


Houghton Estate, Gauteng

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Job Summary:

To provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback.

Key Responsibilities and Deliverables:

Effective sales tracking

  • Draw relevant sales reports from relevant database as per requirements (e.g., by category, product, region, buying group, month to month sales, etc.)
  • Collate information into one report and send to relevant party(ies)

Co-ordination of trade visits

  • Schedule call cycles and trade visits and ensure there are no conflicting appointments (as required in role)
  • Organise travel arrangements and accommodation for out-of-town travel

Effective budget / expenditure management

  • Collate expense claims and personal business slips for everyone with a company credit card and submit to Finance for payment
  • Use discretion in finding ways to save costs (e.g., in booking accommodation or venues)
  • Process payments for vendors via SSA FM

Effective diary management and office administration (including ad hoc events management)

  • Use discretion to resolve issues or escalate/channel when necessary
  • Monitor / follow-up to ensure effective problem resolution
  • Handle issues and complaints in a diplomatic, tactful and interpersonally sensitive manner
  • Direct queries/requests to appropriate parties
  • Liaise closely with internal and external clients to manage all scheduling of day-to-day appointments and tasks
  • With a minimum of information, anticipate priorities and schedule accordingly
  • Plan agendas and ensure they are effectively distributed
  • Plan ahead in scheduling recurring events
  • Demonstrate assertiveness when necessary when prioritising demands
  • Take effective minutes and ensure 100% confidentiality
  • Screen calls and emails as required and either channel to appropriate parties OR personally action
  • Co-ordinate events/functions within budget

Office Administration

  • Book boardrooms as required and ensure required tools are available
  • Via correct reporting lines, ensure stationery and other housekeeping issues are efficiently resolved
  • Update asset register (e.g., company cars, cell phones, etc.)
  • Update client database, call cycles and internal staff information using relevant systems where appropriate
  • Draw / collate reports as required
  • Ensure files and all information are up-dated and easily accessible
  • Ensure strict confidentiality of relevant information
  • Keep track of birthdays, occasions and events and respond appropriately (e.g., sending out an email when someone is in hospital / sending flowers and cards)
  • Perform general office administration as required in role (e.g., updating photos on share drive, uploading ID cards, performing ECR reference checks, etc.)
  • Assist with HR-related tasks as requested by line manager

Effective teamwork and self-management

  • Proactively develop own skills and knowledge and ensure appropriate skills and knowledge transfer (where appropriate)
  • Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
  • Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines.
  • Ensure data integrity of all reports to client and management
  • Demonstrate consistent application of internal procedures
  • Plan and prioritise, demonstrating abilities to manage competing demands
  • Demonstrate abilities to anticipate and manage change
  • Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organisational needs

Key Competencies

Organisational commitment

Teamwork & collaboration

Relationship building


Performance & results driven

Continuous growth & improvement

Resilience & stress management

Service excellence

Analysis & problem solving

Planning & prioritisation

Quality & detail excellence


  • Grade 12
  • 5-6 years secretarial / admin experience, preferably in retail /FMCG

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