Administrative Assistant - Fidelity Services Group

Overall purpose of the job: The incumbent will be required to handle all documentation/correspondence, filing, office admin, travel arrangements, appointments/meetings, visitors, suppliers/customers, and maintain strictest confidentially in all instances.

Duties & Responsibilities:

• To coordinate and book all meetings for the GM, clients, management and one to one with individual staff
• Minute taking at meetings when required
• Ensure that agendas and minutes are distributed timeously
• Ensure that meetings are coordinated, via email, phone
• Ensure accurate minutes of meetings are recorded either on a daily, weekly, or monthly basis
• To type correspondence as and when required
• To ensure all outgoing documentation is distributed
• To screen all documentation/correspondence for the General Manager, priorities and obtain required information from all departments
• To answer and screen all calls to General Manager
• Control of fleet repairs and purchase orders
• Telephonic assistance with any problems/complaints that reach the General Manager
• Give detailed feedback to clients as and when required
• To make travel and accommodation arrangements for the General Manager or other managers
• Ensure that travel and accommodation arrangements are within budget
• To carry out any ad-hoc functions which the HOD may require from time to time
• To assist any staff requiring an appointment with the General Manager.
• Prepare commission claims for review and sign-off
• Perform payroll administration for the FSD – leave forms, applications, reconciliations, and related tasks.
• Supporting the sales force with general operations to help reach the team’s objectives
• Assist with general administration duties for FSD staff
• Dealing with and responding to high volumes of emails
• Maintain a deep knowledge of Fidelity SecureDrive’s products and services and keep up to date with changes
• Assist the team with adhoc tasks.

Minimum qualifications and experience:

• Matric / Grade 12
• Excellent verbal and written communication skills
• Computer Literate (MS Office, Excel, PowerPoint)
• Great interpersonal skills
• High organisational skills and ability to manage a number of projects at the same time
• Ability to prioritise own workload
• Must be detail orientated

Attributes:

• Patience
• Attentiveness
• Assertiveness
• Clear communication skills
• Ability to use positive language
• Action orientated
• Time Management
• Planning and Organizing
• Great work ethic and a willingness to do what needs to be done
• Attention to detail
• Problem-Solving
• Analytical
• Be comfortable with working in a fast-paced and pressurised environment