Admin Assistant II

At Smollan, we’re on an evolutionary journey where we’re shifting our story. We’re looking for truly unique people who believe in fostering a diverse and inclusive environment. Where our people are cared for, happy and inspired in building an extraordinary place to work.

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:

Sales Tracking

● Draw relevant sales reports from relevant database as per requirements

● Collate information into one report and send to relevant stakeholders

● Co-ordination of Trade Visits

● Schedule call cycles and trade visits and ensure there are no conflicting appointments

● Organise travel arrangements and accommodation for out-of-town travel

● Budget 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

● Process payments for vendors via SSA FM

Diary Management and General Administration

● 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

● Anticipate priorities and schedule accordingly

● Plan agendas and ensure they are effectively distributed

● Plan ahead in scheduling recurring events

● Take effective minutes and ensure confidentiality

● Screen calls and emails as required and either channel to appropriate stakeholders 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 s, etc.)

● Update client database, call cycles and internal staff information using relevant systems

● Draw / collate reports as required

● Ensure files and all information is updated and easily accessible

● Ensure strict confidentiality of relevant information

● Keep track of birthdays, occasions and events and respond

● 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

Key Competencies:

Communication

Collaboration

Emotional Maturity

Resilience

Initiating

Delivering

Goal Focus

Minimum Qualifications:

Grade 12/NQF level 4

Minimum Experience:

1-2 years secretarial / admin experience, preferably in retail /FMCG

Knowledge, Skills & Abilities:

Communication skills (verbal & written)

Sales objective achievement skills

Financial management skills

Time management

Planning & organising skills

Attention to detail

Interpersonal skills