Personal Assistant Data Administrator

Charlotte DE PAIVA

office Administrator

Telephone No: 061-***-****

Email ·******************@*****.***

CANDIDATE SUMMARY

An enthusiastic dynamic administrator with approx. 20 years of relevant experience. Eager to learn on the go as evident by a range of administrative experience and exposure i.e. secretarial, PA, coordination, accounts, payroll, sales, & stock control.

CAREER EXPERIENCE

March 2020 - Current

Capital Heart Hospital - Cardiologist Rooms

Medical Secretary

Receptionist

Medical report typist

KEY RESPONSIBILITIES

• Meet and Greet patients

• Phone the laboratory’s for blood results for patients

• Collection of consultation fee’s and making out cash receipts

• Send billing to our accounts department

• Supply patients with their receipts and their statement for consultations paid for them to submit to their medical aid

• Taking and transmission of messages

• Making patient appointments, confirming and creating appointment list

• Answering of telephone’s

• Typing out doctor’s medical reports and consultation reports

• All other administrative duties

• Making file’s for new patients

• Making copies of patient information, Billing, Echo reports and consent forms

CAREER EXPERIENCE

July 2019 – December 2019

(6 month contract)

Denvet

In House Sales and Sale Co-Ordinator

Administrator

KEY RESPONSIBILITIES

In House Sales and Sales Co-Ordinator:

• To assist Cash customers / and or Debtors with walk in sales

• Receipting of cash sales or cash payments received with correct debtor’s details

• Neatness, housekeeping and general management of the sales on a daily basis

Administration

• Responsible for the receiving of orders via e-mail or telephonically, ensure that the quantities and product match to the sales order created on the system, care to be taken with delivery addresses, expiry dates and correct pricing

• Responsible for invoices created from the picking slips in a timeously fashion and to follow the time guidelines required by the warehouse

• Arrange for any collection slips for returns from the customers

• Control of stock going out in the handwritten invoice book to ensure that these are invoiced out timeously and correctly

• Capture daily trip sheets on system

• Receptionist and Telephone

• Manage the various courier companies

CAREER EXPERIENCE

July 2017 – December 2017

(6 month contract)

Neurosurgeon

Personal Assistant

KEY RESPONSIBILITIES

Reception/Secretary:

• Attended to phone calls and emails from clients.

• Scheduled appointments for the Doctor.

Administration

• Ordering medication for patients and contacting them upon its arrival.

• Liaising with Synexe regarding sample collections.

• Debtors – following up with patients regarding overdue accounts.

• Preparing monthly spreadsheets for scheduled appointments.

• Road Accident Fund liaison:

Confirming attorney appointments

Greeting clients upon arrival

Managing client paperwork i.e. medical certificates, personal and academic documentation etc.

• Preparing reports for the Road Accident Fund and/or Attorneys.

October 2016 – July 2017

Big Skylights

Office Administrator

KEY RESPONSIBILITIES

• Generating purchase orders.

• Invoicing.

• Debt collection.

• Coordinating installations with production.

• Purchasing stock.

• Liaison between clients and suppliers.

• Assigning jobs and prepping the installation teams accordingly.

• Filing invoices and job cards.

• Answering incoming calls.

• Administering weekly wages on the in-house system.

2011 - 2015

Prowalco

Data Administrator, Planning Controller & Service Assistant Manager

KEY RESPONSIBILITIES

• Data administration

• Invoicing:

Processing invoices

Logging queries as required

Follow up on queries as required

Closing off invoices

• Logging calls received via e-mail, direct telephone calls, technician referrals, and project calls and allocating project numbers accordingly.

• Loading new sites onto the system.

• Unblocking and blocking existing sites on the system.

• Switchboard operation.

• Prioritization of ATG calls – calls to be sent out within an hour and to respond with a reference number.

• Assign and send job cards to contractors.

• Daily reporting on outstanding job cards.

• Technician liaison – track technicians via the Tom-Tom system, issue job cards, and receive log offs -- push technicians to meet daily targets.

• Email correspondence with all relevant parties.

• Conducted monthly Critical Inspection Reports.

• Prepare overtime for the technicians on a weekly basis and conduct a recon at the end of the month.

• Received leave documentation to be sent through to HR.

• Update spreadsheets for calibration, preventative, and leak detector tests on a monthly basis.

• Training administration – inform technicians of training and exam dates.

• Compile a monthly technician vehicle report to be sent through to HR, including:

Any motor fines (inform technicians)

License expiry dates

Business km’s travelled

• Attend weekly meetings.

• Prepare monthly spreadsheets indicating technicians’ workload and new jobs received.

• Prepare memo's on queries picked up on the calibration certificates – liaise with technicians accordingly.

• Liaison regarding follow ups with oil companies and petrol stations.

2007 - 2010

Your Property Man

Real Estate Agent & Administrative

KEY RESPONSIBILITIES

• General office and reception duties

• Sales and marketing of properties

• Property valuations

• Liaise with attorneys and follow up on deals

• Professional appointments with clients

• Engaging mandates

• Taking clients out to see properties

• Signing sales agreements

• Assisting clients with bond applications

• Scheduling appointments

• Sending progress reports

• Capturing and typing letters

• Sending out daily progress reports to the attorneys

• Filing out applications

2005 - 2007

Dynamic Credit Solutions

Personal Assistant / Admin Clerk

KEY RESPONSIBILITIES

• Reception

• Scheduling appointments with prospective clients

• Handle all tasks and requests as required by management

• Handle all administrative duties

• Client email correspondence

2001 - 2004

One Way Motors (Part-time)

Sales & Administration

KEY RESPONSIBILITIES

• Sales executive

• Reception and general office duties

• Attach and file all source documentation

• Customer liaison

• Process all required documentation

1998 - 2004

Hi Fi Corporation

KEY RESPONSIBILITIES

• Front of house sales

• Sales amongst various departments

• Provide customer service

• Training new temporary and permanent staff

• Quote and invoice customers

• Stock requisition to the finance department

• Opening mercantile accounts - dealt directly with the bank

• Filing cheques and other source documents

• Dealt with various banks for credit card and cheque approvals

• Prepare all urgent manual payments and write manual cheques if required

• Handle all tasks and requests as required by management

• Reception

• Cashier

COMPUTER SKILLS

• MSDOS

• Microsoft Windows 95, 98, 2000 XP

• Data Capturing

• Adobe

• Microsoft Office

• Rascal System

• E-Filing

• Filemaker

• Pastal

EDUCATION

1995 - 1999

Forest High Technical School

Matric

Birnam College

MS Office, Typing, Travel Theory, International & Domestic Ticketing, Public Relations, Business Etiquette & Customer Care, Marketing Communications & Front Office, Principals of Marketing & Customer Service

REFERENCES

• Hi Fi Corp – Rory Roux 013-***-****

• Dynamic Credit Solutions & Your Property Man – Louis Odendaal 073-***-****

• Prowalco – Mari Venter 072-***-****

Judy Steyn 011-***-****

OBJECTIVE

• To work as hard as I can, produce and present work to the best of my ability. Always eager to learn

• Hardworking, Reliable and trustworty

SPORTS & HOBBIES

• Fishing

• Swimming

• Ice- Skating

• Watching Music Concerts

• Reading

Contact this candidate