Administrator / Accounts
Dynamics Fitness
Total years of experience :26 years, 11 months
These are a list of the main duties related to the position but, I am not limited to only these:
1. Admin related tasks:
1.1. Filing
1.2. Maintaining customer and supplier folders
1.3. Answering the phone
1.4. Following up on collections scheduled
1.5. Send out reminders to clubs and gyms for collections
1.6. Book flights and accommodation on an adhoc basis when required.
2. Training
2.1. Train all staff on the new system that has been implemented in the new fitness centre
2.2. Set up training manuals for the new system to make it easy for staff to follow.
3. Accounts:
3.1. Capture all suppliers invoices onto QuickBooks
3.2. Process customer invoices on Quickbooks
3.3. Balance all customer and suppliers accounts, by capturing all payments made.
4. Procurement:
4.1. • Create purchase orders for suppliers
These are a list of the main duties related to the position but, I am not limited to only these:
1. Admin related tasks:
1.1. Filing
1.2. Maintaining customer and supplier folders
1.3. Answering the phone
1.4. Booking appointments
1.5. Following up on appointments
1.6. Keeping a dairy
1.7. Communication (creating a central point of communication where all members of the business can see what is happening every day.)
2. Accounts:
2.1. Assisting in capturing supplier invoicing on Pastel Sage
2.2. Process all customer invoices on Pastel Sage
2.3. Balance all customer accounts, by capturing all incoming payments made.
3. Procurement:
3.1. • Capturing all sales orders
3.2. • Keeping record of all orders
3.3. • Capturing all supplier details
3.4. • Keeping record of supplier items and prices related to supplier items
3.5. • Keeping record on quantity of raw materials
3.6. • Check all stock coming in and going out.
4. Sales: (Assist in the sales process)
4.1. Keeping website(s) and facebook updated
4.2. Assisting with all sales orders, manufacturing of these orders and logistics of final products
4.3. Gathering information on sales related items ( doing research)
5. Reports - create reports for the following
5.1. All fabric received in from clients
5.2. All furniture received in from clients
5.3. All orders still to be paid for delivered by suppliers
5.4. All current jobs in the system
1. Ensure the full production schedule is up-to-date with all the production information i.e. All work done by the production team.
2. Upload and insert all the information regarding jobs that have been cut.
3. Insert all material costs using excel formulas.
4. Check the GP, and investigate differences
5. Check the trip sheets and capturing all POD’s onto the schedule.
6. Upload all invoices done on Pastel onto the spreadsheet
7. Balance all the invoices to the spreadsheet.
8. Do investigations into the difference in prices between Pastel and the Production Schedule spreadsheet.
9. Run a daily intake of all work done for the day.
10. Balance the daily intake and ensure that nothing is missing.
11. Do an analysis on plate utilisation for completed plates
12. Run a report for dispatch on all completed jobs that are ready to go out.
13. Update the production schedule with all stock / parts received back from suppliers, using the Good Received Book.
1. Managed the Executive Director’s calendar
2. Handled business and administrative details
3. Typed up the Minutes of Meetings
4. Typed up dictated letters for staff and clients
5. Coordinated travel arrangements for the Executive Director to attend conferences and seminars and business meetings outside of Johannesburg.
6. Established and maintained a filing system that is user friendly, allowing quick and easy retrieval of information.
Training Manager / Administration
1. Prepare all presentations as per DTI standards.
2. Format all manuals from the trainers for in-house training programs and send to MD for review and approval before printing.
3. Ensure after receiving approval for the manuals that all materials are printed and binded and ready for use.
4. Research training materials that could potentially become in-house programs.
5. Ensure that on approval of the training request, depending on the course asked for, that the following is confirmed:
5.1. Total number of participants per session.
5.2. Total number of days required for the training.
5.3 The Trainer is booked to travel to Bahrain.
5.4 The hotel is booked for the Trainer
5.5 The plane ticket is booked
6. Before the training starts, the following is finalized:
6.1. Any additional preparation of training manuals which will include any necessary typing, binding or printing.
6.2. Booking of any venues for training.
6.3. Confirmation list of all participants at least one week prior to the training event.
6.4. Confirmation of room and venue has been sent out to all the respective Line Managers/participants.
6.5. Arrangement of all refreshments/lunches for each training session.
6.6. Ensuring that all stationary required during training is sufficient.
6.7. Ensuring that all electronic equipment required for the training is in good working order.
7. While the training is taking place, arrange for two sets of certificates to be printed: One set to have the names as per the attendance register. One set for the Ministry of Labour with full CPR names
8. Prepare a Trainer Feedback Report to send to all managers concerned after training has been completed, detailing the following points: Attendance, Non Attendance, Performance, General comments
9. Prepare a Participant Feedback Report, which will detail the following:
9.1. Graphs showing the participants ratings on the course, the trainer and the facilities.
Additional Role - Sales Executive
1. I prepare all presentations as per company standards, as well as design all manuals for in-house training programs
2. I also research training materials that could potentially become in-house programs.
3. When a training session is scheduled, I prepare training budgets for each session and get approval
3.1 Any additional preparation of training manuals which will include any necessary typing, binding or printing, the following is done:
3.2 The booking of any venues for training
3.3 The confirmation list of all participants is completed at least one week prior to the training
event
3.4 The confirmation of room and venue has been sent out to all the respective Line
Managers/participants
3.5 The arrangement of all refreshments/lunches for each training session has been made
3.6 All stationary required during training is sufficient
3.7 All electronic equipment required for the training is in good working order
3.8 Ensuring that before the training begins that all the names of the participants have been
provided to the Training Assistant to have certificates printed and when travelling outside the country, that blank certificates are provided.
4. On completion of a training session I prepare
4.1 A Trainer Feedback Report to send to all managers concerned, detailing attendance, non
attendance, performance of the participants and any general comments I have
4.2 A Participant Feedback Report, which will details graphs showing the participants ratings on the course, the trainer and the facilities and all comments made by the participants about the course and in general.
5. On a monthly basis I provide a report to the Training Manager with regards to training
conducted. This report is broken down into the total number of participants trained, the number of courses and from which division each participant is from.
Executive Assistant Duties
I prepared agendas along with making arrangements for meetings for the CEO/President as well as answering telephones, managing the CEO/President’s calendar, greeting of visitors, meeting with clients, and handling of business and administrative details
I typed up the Minutes of Meetings, coordinated travel arrangements for the CEO/President to
attend conferences and seminars and business meetings abroad.
I established and maintained a filing system that is user friendly, allowing quick and easy retrieval of information.
At the end of each month I would prepare expense claims for the CEO/President.
When the CEO/President met with potential clients he would often receive business cards. I created and updated a contacts database in MS Access to keep track of all of these business cards.
ProMIS System Duties
I was responsible for coordinating with the Area Managers and Project Managers to gather project and human resources data to input ProMIS. I also headed up the training of all internal staff on how to use ProMIS.
When data needed to be deleted or updated, I was the contact person responsible for this if the staff did not have the appropriate access rights.
I was the liaison between Projacs and the development company that created the system to convey any changes that we needed to have made to the system.
I was responsible for creating and distributing daily, weekly and monthly reports for relevant CSC teams and clients. I created and maintained day-to-day procedural documentation for these reports.
I trained internal staff and customer staff on key functions relating to CA Advanced Helpdesk (AHD) and CA Unicentre Service Plus (USP). When I did training, I generated quick reference and look-up guides for application functions.
When a new client had acquired licences for either CA Advanced Helpdesk (AHD) or CA Unicentre Service Plus (USP); I liaised with the client on their data requirements and assisted with uploading this data into the system.
I performed ongoing data quality and maintenance functions and assisting of various backend system support teams with accurate capturing and updating of call data. I aslo corrected incorrected or invalid calls in the system when needed.
When the call centre had peak periods of activity, I assisted with logging/capturing customer information (call details) by logging into the call-centre telephone system and logging the call into AHD.
Client Survey - I randomly picked 5 client's whose calls had been resolved the previous day and phoned them to find out what they thought of the service they received from CSC by asking them a series of preset questions.