ALMAH ADELAIDE HLAHLA

** *********** ********* ***, ********, Johannesburg l 071-***-**** l ac44zz@r.postjobfree.com

Office Manager

A dynamic, resourceful and energetic professional who is comfortable with being the ‘go to’ person for anything related to the smooth running of an office and all administrative issues. With more than 10 years, experience in providing full secretarial, administrative and office management support to work colleagues in a busy office environment. Having a proactive and flexible approach to juggling many different priorities, and able to work autonomously and take ownership of all aspects of a task or project.

I am looking for a rewarding role with an exciting and forward thinking company that will allow me to fulfill my full potential, by resolving employer challenges with innovative solutions, systems and process improvements proven to increase efficiency, customer satisfaction and the bottom-line, ensuring compliance and high standards are maintained and understood by all stakeholders.

I offer computer skills in MS Office Suite, SAP and other applications/systems.

Key Skills

Office Management

Teambuilding & Supervision

Staff Development & Training

Policies & Procedures Manuals

Compliance

Report & Document Preparation

Spreadsheet & Database Creation

Accounts Payable/Receivable

Bookkeeping & Payroll

Health and Safety

Records Management

Meeting & Event Planning

Inventory Management

Expense Reduction

Education

Degree in Business Administration at UNISA

Current Studies

SAP Certified Application: Associate Finance Certification

2013

SAP Certified Application: Risk and Compliance

2013

Bookkeeping and Accounting

2000

Experience

ORO Engineering, Johannesburg

Sept 2017 to Present

Office Manager

ORO Engineering is a fabrication and engineering company based in Kempton Park, Johannesburg and I am responsible for building and enhancing the operations of the office, including overseeing and guidance over various disciplines/technical areas, staffing and business development.

Core Responsibilities:

Provide general administrative support to the ORO Engineering team to include:

Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal,

Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials,

Assisting the CEO and reporting to Head Office in Pietermaritzburg,

Drafting correspondence and presentations,

Recording, transcribing, and distributing notes/minutes of meetings,

Providing other daily support to staff as needed

Perform general office/facilities management duties to include:

Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed,

Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance, maintaining office facilities and equipment as well as assist with procurement

Assist with various payroll and human resources functions to include:

Entering new employees into the payroll system,

Maintaining required and voluntary payroll deductions in the payroll system,

Perform initial processing of bi-weekly payroll, including timesheet review,

Running supplemental payroll reports as needed

Posting position openings to job sites and managing flow of incoming candidate applications,

Ordering background checks on potential new hires,

Assisting new employees with their orientation to the organization, benefits enrollment, and tax forms,

Maintaining human resources files in accordance with laws, regulations, and established standards

Perform accounts payable processing and other basic accounting functions to include:

Reconciling invoices and filling out payments request with proper coding;

Assisting the Finance Manager based in Pietermaritzburg.

Compliance

Working with Health and Safety Officer to ensure compliance for workers as well as ISO requirements and labour law regulations

Working with Quality Inspector to make sure that we use quality suppliers and ensure that all quality standards are maintained at all times.

Updating Quality Management System and keeping up to date with national as well as international requirements

Achievement: Coming up with the Quality Management System as well as updating Healthy and Safety Policy for the company in the Engineering and fabrication sector.

Reason for wanting to leave: Seeking a permanent position

Lambano Investments, Johannesburg

Sept 2012 to August 2017

Support Manager and PA

In charge of organising, prioritising and delegating tasks effectively to ensure that all administrative work is managed competently, and in accordance with the companies changing priorities and deadlines.

Administration:

Answer and screen telephone calls in a professional manner and attend to queries timely :

Act as first point of contact for internal and external clients and contacts via telephone (call handling) and e-mail.

Ensure messages are relayed timeously and correctly to the respective person (if necessary ensure the message is emailed or sms'd) if the respective person is out of the office/country, etc.

Ensure timeous follow up to callers are made (if necessary) on behalf of the executives.

Maintain an up-to-date executive key client contact lists for the MD’s office.

Effective diary management

Proactively, effectively and efficiently manage the MD's diaries on a daily basis, ensuring the most effective use of time.

Ensure a monthly check of attendee's to the MD and Managers, meetings is done to ensure new joiners receive the updated invites for the rest of the calendar year.

Prepare and/or type reports, presentations and other correspondence

Prepare necessary pre-read or related materials for meetings and attendee's prior to internal/external meetings taking place.

Ensure requests for presentations and reports are managed timeously.

Ensure effective and formatted presentations are completed on time.

Book conference, training and other meetings rooms as required for both internal and external meetings

Proactively manage the facilities, catering and logistics requirements are met for all internal/external meetings.

Ensure all room bookings are made timeously (for executive calendar meetings ensure these are done in conjunction with the firm calendar, ensuring any amendments are managed and aligned through the booking/facilities requirements).

Payments of internal and external suppliers/vendors

Making necessary payments that are required for the executive office on the procurement system upon request from the executive team. Ensure close out of the process by sending confirmations to necessary internal/external suppliers as and when requested.

General Adhoc Administrative requirements:

Ensure staff timesheets and expense claims are done on a weekly basis.

Ensure there is an effective filing system which is managed for the Executive Office in both hard copy and soft copy.

Ensure adhoc tasks such e.g. faxing, photocopying, document binding, organistion of courier documents, parcels are managed effectively and efficiently.

Ensure archiving of files is managed appropriately on an ongoing basis.

Order stationery for the executive team as requested.

Keep a birthday list of all staff and manage requests for gifts, flowers, etc (upon request)

Generally manage requests for flowers or gifts - internal/external (upon request)

Book and confirm all travel arrangements (flights, accommodation, transfers, visas, forex, etc) and all relevant other requirements are met for the respective traveller(s) - adhering to correct protocol in terms of the travel requisition order system of the company.

Achievement: Set up new office system that increased efficiency and productivity, therefore increasing to company revenue

Reason for leaving: Seeking professional growth

SchoolNet SA, Johannesburg

Jan 2011 to August 2012

Officer Manager/ PA

I served as Office Manager as well as Executive Assistant to the management team, handled a busy phone system, functioned as primary liaison to customers and ensured a consistently positive customer experience.

Assistance to Executive Director who was based in Pietermaritzburg, KZN

Arranging travel, visas and accommodation and occasionally, travelling with the Manager to take notes or dictation at meetings or to provide general assistance during presentations

Screening phone calls, enquiries and requests, and handling them when appropriate;

Dealing with sensitive, complex and highly confidential information;

Analysis and use of initiative and independent judgment as well as remain knowledgeable of corporate policies;

Organising and maintaining diaries and making appointments;

Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;

Project administration

Monitoring finances on each project and assisting Bookkeeper and handling petty cash

Ensuring a safe and healthy environment for staff

Carrying out background research and presenting findings;

Producing documents, briefing papers, reports and presentations; o Arranging events and conferences;

Manage, schedule, coordinate office functions and activities for 10 staff member office as well as over 300 part-time trainers across South Africa

Maintaining and updating the company database of over 300 part-time trainers

Assisting with recruiting and staff retention

Devising and maintaining office systems, including data management and filing;

Achievement: Coordinated all preparations and financial administration for a successful annual ICT Conference of 500 delegates that was held at St John’s College in July 2011.

Reason for leaving: Worked on contract basis, seeking permanent position

Mudzi Business Consulting, Pretoria

Feb 2009 to Dec 2010

Administration Officer

I was responsible for the Financial and HR Administration of the company

Administer and monitor the financial system in order to ensure that the all finances are maintained in an accurate and timely manner.

Assist with preparation of the budget

Implement financial policies and procedures

Establish and maintain cash controls

Establish, maintained and reconcile the general ledger

Monitor cash reserves and investments

Prepare and reconcile bank statements, establish and maintain supplier accounts

Processes supplier invoices

Maintain the purchase order system

Ensure data is entered into the system

Issue cheques for all accounts due

Ensure security for all credit cards and verify charges

Ensure transactions are properly recorded and entered into the computerized accounting system

Assist with the annual audit

Document new employees

Establish employee files in the computerized accounting system

Administer benefit entitlements

Verify and report on benefits payments

Maintain the leave management system

Maintain confidential employee files

Reason for Leaving: Seeking career growth

Tetrad Investment Bank, Harare

March 2003 to Dec 2008

Senior Client Relationship Officer, 2004 to 2008

Client Officer, 2003 to 2004

I was promoted from Client Officer to Senior Client Relationship Officer and was part of the team selected to come up with the company’s CRM system.

Setting up meetings with new clients

Researching the latest products and regulations o Looking for new sales opportunities

Daily account management and handling customer complaints, having customer satisfaction at heart, respond to customer’s requests and complaints.

Ability to generate leads and new business opportunities.

Make calls to existing as well as prospect clients.

Boost Liabilities in my portfolio by attracting new deposits and fresh funds.

Maximised utilization of approved borrowing client’s facility limits.

Conduct full market analysis and assess client business.

Highlight immediately any issues on Client Accounts.

Knowledge of Zimbabwean Banking market corporate products, as well as the full range of the bank products and services.

Actively contribute to synergies with other Banks.

Comply with the Reserve Bank policies and procedures as well as comply with the bank directives and guidelines.

Assisted with building a CRM system

Supervisory: Incharge of all Front Office staff.

Reason for Leaving: Relocated to South Africa

Beverly Building Society, Harare

Feb 1995 to Feb 2003

Finance Officer, 1995 to 2003

Bank Teller, 1995

I started my working career as a Bank teller for a building society and in that same year I was transferred to Head Office as a Finance Officer

Daily imputing and upgrading of bank statements o Daily balancing of the major accounts

Running reconciliation’s of Cashbook and General Ledger

Identifying, tracing and correcting computer differences and unrecognized items o Data capturing and Journal voucher imputing

Handling queries from other branches in connection with the major accounts

Producing final Accounts for internal and external auditors every financial year end

Receiving, banking and processing foreign cheques and money orders from all branches

Collection of rental cheques and deposits as well as month end balancing of Rental Account for the company, town houses and offices.

Reason for Leaving: Seeking career growth

Hobbies and Interests

Playing tennis, swimming, international travel, Asian cooking, Interior designing

References

1. Gondai Siwela 2. Melody Theobald

Managing Director at Lambano Investments Bookkeeper at Schoolnet

Cell: 083-***-**** Tel: 011-***-****

ac44zz@r.postjobfree.com ac44zz@r.postjobfree.com

3. Patience Mangwenzi

Managing Director at Mudzi Consulting

Cell: 072-***-****

ac44zz@r.postjobfree.com

Contact this candidate