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Administrative Secretary/Personal Assistant


- Self-management/self-starter
- Client service
- Attention to detail
- Administrative
- Responsible
- Resilience
- Organisational
- Communication
- Trustworthy and loyal


Mackantra Engineering Projects CC - Fire Protection Engineers specializing in fire detection and
suppression system design, supply, installation commissioning and maintenance.
Office Admin, Procurement and Creditors Clerk, November 2017 to date

Key Performance Areas

? Procurement

Duties include sourcing of quotations, preparing purchase orders, receiving of stock and managing the procurement process. Follow up on purchase orders and deliveries. Preparing of PO registers for project managers.

Responsible for the accounts payable process, processing of documents for payment of creditors, quotes, POs, invoices, statements, getting payment approvals, control payments and file records.

Online and offline filling of records.

Creditors Register

Preparation of Creditors register and processing of documents for payment of creditors, starting from Quotations, Purchase Orders, delivery notes and invoices. Preparation of monthly creditor's register and creditors list
? Debtors Register
Preparation of Debtors register and following up on payments. Preparation of monthly Debtor's
register and Debtor's list
? Maintaining company Asset Register
Recording date and cost of purchase, supplier details, serial numbers, internal reference numbers,
depreciation rate and method, location of the assets, department using the asset, insurance
details, date of disposal and gains or losses for the disposal.
? Processing of documents
Accuracy and attention to detail is required in the processing of high volumes of documents. Daily
pressures are focused primarily around processing and fielding calls regarding payment, with
prompt action being necessitated when required. Normal pressure of work applies at month-end,
quarter-end and year-end when all transactions and reconciliations need to be completed.
Processing of credit notes as required
? Resolving of queries
Frequent verbal and written communication is required with all stakeholders' viz. customers in
departments, staff, vendors and bank, with prompt action being necessitated when required.
Invoices without purchase order numbers are queried promptly with the vendor.
Errors eg:price variances; returns; shortages; budget exceeded ; no goods receipts ; adding of
line items are queried promptly.
? Batching of documents for scanning
Ensure all documentation are posted accurately for scanning purposes
APPLIED ENERGY SOLUTIONS (PTY) LTD - Electrical Engineering Consultancy and distributor of ETAP
Electrical Engineering Software
Office Manager, August 2011 to November 2017
Manage small engineering office for owners residing in Australia.
? Preparation of customer quotes and invoices.
? Follow ups on quotes and invoices
? Organise customer training including venue bookings and training material compilation.
? Manage budgets and order office supplies. Manage and maintain databases and spreadsheets.
Manage and maintain office online and offline filing systems.
? Organise weekly sales meetings and minutes.
? Prepare reports for owners.
? Deal with incoming and outgoing post and couriers.
? Follow-up on quotes and invoices and reconciliation of authorised and unauthorised customer
? Liase with Software supplier. Compile engineers' cash receipts for bookkeeper.
? Monthly meeting with bookkeeper to provide relevant feedback.
? Liase with clients and direct queries to engineers.
? General office email and telephone enquiries.

Selected Accomplishments:
? Developed and nurtured excellent relationships with local and international Blue-Chip clients.
? Within the first year of my employment I proactively targeted dormant clients and supplied them with
rebuy quotes which resulted in greater sales than the previous year.
? Assumed the lead role in organising weekly sales meetings and developed a sales report for feedback
to business owners.
- Financial Consultancy
PA/ Trust Administrator, January 2010 to July 2011
Quotations and Invoicing. Follow up on payments. Preparing Implementation proposals and trust
documents. Follow ups on Implementation proposals. Registration of Trusts with the Master of High Court.
Follow ups on Trust registration with Master of High Court. Allocating transactions in the Medimass
Accounting system. Sending out Statements to clients. Project Research. Database Management / Trust
files and Personal files. Follow up with the Master of High Court.


Education level:Diploma
Job level:Mid/Senior

Posted on 28 Dec 09:59, Closing date 27 Jan


Lilian Chakulunta

Let's do Biz