Scheduling administrator is needed in Somerset West Office.
Job responsibilities:
- Maintaining the company’s scheduling database by performing routine scheduling tasks with strict adherence to deadlines, attention to detail and accuracy, including but not limited to:
- Daily uploading of audit reports to the database and sending of audit reports to clients.
- Contacting clients to confirm audit dates and other details.
- Sending auditors updated schedules and templates on a weekly basis.
- Sending auditors accurate maps for expense claim purposes, on a monthly basis.
- Daily updating of audit status on scheduling database.
- Coordination of auditors’ travel arrangements:
- Processing of accommodation invoices and submitting to finance department for payment.
- Maintaining a database of suggested accommodation according to company budget.
- Plan auditors’ trip with regards to flights, accommodation, car hire, etc.
- General administrative duties, including but not limited to:
- Assistance with answering of switchboard and redirecting calls to the correct department. Dealing with telephone enquiries in a friendly, professional manner and ensuring all enquiries are dealt with efficiently.
- Assistance with receiving and welcoming guests in a friendly and professional manner and offering tea/coffee where required.
- Preparing and producing minutes of meetings, letters, reports, etc. as and when required.
- Providing full administrative support as required including faxing, photocopying, filing, etc.
Job requirements:
- Software skills: Intermediate to Advanced level knowledge of Microsoft Office, specifically Word, Excel, Outlook, Access; Basic knowledge of Google Maps; Internet research abilities
- Typing speed at minimum 40 words per minute
- Good general standard of education (at minimum, Matric certificate required)
- Previous experience of working with databases
- Minimum experience in an administrative position of at least 3 years
- Ability to effectively work under pressure and meet strict deadlines
- Ability to work effectively as a member of the team
- Attention to detail and accuracy
- Excellent communication skills – written and verbal
- Flexible approach to work and differing tasks
- Good planning and organising skills, ability to prioritise
- Positive attitude towards clients and colleagues
- Problem assessment and problem solving
- Professional approach to confidentiality
