Personal Assistant Administration Manager

Professional Profile

I am an ambitious, enthusiastic and dedicated professional with an extensive knowledge of finance, service management and Project Management. I am quick to grasp new ideas and concepts and implement them and able to develop innovative and creative solutions to problems. I am able to work well on my own initiative and am able to motivate others to achieve targets in a group task. I am a proactive individual that can perform effectively under significant pressure and has a strong ability to meet deadlines.

Objective

Now looking to progress into a position that leaves room for growth and therefore keen to find a new and suitably demanding and challenging role.

Key Technical Skills

Office

Skills:

Office Management

Records Management

Database

Administration

Spreadsheets/Reports

Event/Project Management

Calendaring

Debtors Collection

Debtors Reconciliations

Creditors function

Reception

Executive Support

Travel Coordination

Computer

Skills:

MS Word

MS Excel

MS PowerPoint

Shipshape

MS Outlook Pastel

Partner Pastel

Evolution

TMS Teamwork

Opera

SAP

VIP Payroll (Wages)

LEE-ANNE MEYER

Hillcrest, KwaZulu-Natal

Cell: 082-*******

E-mail: *****.********@*****.***

Career Summary

11 April 2022 - Current

ALDER TREE HOLDINGS (PTY) LTD – T/A WATERFALL SCHOOLS KIT SHOP

• Manage the store staff

• Manage all Inventory

• Manage ordering of stock

• Do and Manage marketing

• Upgrade systems and procedures

• Ensure all sales are captured accurately

• Ensure all supplier invoices are captured accurately

• Compile creditors listing and send to owner for payment

• Bookkeeping on Xero Accounting

• Liaise with the School at all times to make sure that he store is on par with their requirments

• General management of store

CTA RECRUITMENT SPECIALISTS

• Sourcing and reaching out to qualified candidates for current open roles

• Serving as a go-between for candidates and hiring managers

• Coordinating the hiring process end-to-end

• Setup CV’s

• Discussing and establishing qualification requirements and terms and conditions of employment with managers.

• Formulating detailed job descriptions and posting them.

• Conducting phone calls or meetings to create a shortlist of qualified candidates.

• Interviewing candidates on the shortlist and maintaining a database on employees for future vacancies.

• Mediating between candidates and hiring managers.

• Using web-based technology and social media to analyze hiring trends, post job vacancies, and following up with candidates during the hiring process. HBH Panel and Paint KZN (Pty) Ltd & HBH Car Sales

02 August 2021 to date Administration Manager

• Setup administration and bookkeeping system from manual to electronic (Pastel Partner

& Payroll)

• Record all financial transactions

• Prepare weekly budget

• Prepare VAT Report Bi-Monthly and send for uploading and payment

• Create invoices and credit notes

• Capture Supplier Invoices

• Assist with quotations and Invoicing using a TMS (Teamwork) (Panel beating program)

• Do journals (General, Inventory, Payroll, Supplier & Customer)

• Print Bank Statement once a week and Capture cashbook

• Send out customer statements

• Prepare creditors reconciliations

• Load payments to creditors and send for release

• Analyze Income statement and Balance Sheet and do necessary corrections

• Call clients for outstanding payments

• Prepare weekly wages and Monthly Salaries

• Monitor, check and balance monthly MIBCO payments.

• Liaise with MIBCO on any new employees or changes to current payroll.

• Prepare Monthly PAYE payments and send for uploading and payment

• Monitor Leave and capture on payroll

• Preparing Safety File for property

• Liaise with clients on arrival at the shop

Roux Air-conditioning

12 March 2021 – 30 July 2021 Service Department Controller

• Plan and manage technician’s daily workflow

• Managing enquiries related to servicing, maintenance and breakdowns

• Assisting clients with regards to service and repair queries and managing the service and repair call out process.

• Assisting clients with queries when required and ensuring that a contact person is identified for each job.

• Identify whether client’s equipment falls within the 3-month window.

• Preparation of quotes for service/breakdown/maintenance clients.

• Preparation of invoices for service/breakdown/maintenance clients.

• Capturing daily incentive points and manage any queries

• Capturing daily invoicing on a Monthly spreadsheet

• Create Purchase Order for specified part stock required for repairs, send to supplier and check pricing.

• Processing of supplier GRV’s for service and repairs

• Manage stock, do Bi-Monthly stock takes

• Manage service stock returns, swop-outs and warranty claims. Maintain a harmonious working relationship with all suppliers/vendors and follow up where necessary for all outstanding documentation.

• Manage the debtor’s book, call clients for payment and send out statements

• Answer Switchboard

• Filing

Elephant Lifting Equipment division of Torre Industries (Pty) Ltd 06 June 2016 to 30 July 2020 Field Services Co-Coordinator/Project Manager

Project Management

● Manage Commercial and technical aspects with regards to Electric Wire rope hoists and lifting equipment

● Managing the relationship with the client and additional stakeholders

● Defining the scope of work involving all stakeholders and ensuring technical and commercial feasibility

● Perform Risk management to minimize risks and costs

● Manage changes to the project scope, schedule and costs

● Attend weekly meetings at Kusile Power Station

● Attend Bi-Weekly meetings at Medupi Power Station

● Monitor progress of the project via a schedule

● Ensure resource allocation and availability

● Report and escalate to management as required

● Assist accounts with payment queries with client

● Ensuring all site health and safety requirements are met Projects Co-ordinated to date (& current)

Mitsubishi Hitachi Power Systems Africa (Pty) Ltd - Medupi Power Station (Commercial & Technical)

Mitsubishi Hitachi Power Systems Africa (Pty) Ltd - Kusile Power Station (Commercial & Technical)

Senet (Kamoto Mine) - DRC (Commercial Only)

Field Services Co-Coordinator (While running projects)

● Supervise 11 personnelintheservice department(LMI’s, Technicians, assistants, Invoicing and certificate clerk)

● Implement any new processes identified and approved to improve productivity or efficiency within the department.

● Compile and Implement company policies signed off by Management and HR

(applicable to Service department)

● Departmental HR functions (tracking leave, escalate HR issues to HR Department, payroll issues)

● Keeping Service record reports up to date for management

● Quoting clients for Inspections, load testing and repairs and provide service assistance to clients

● Book work for LMI/technicians and provide them with supporting paperwork and information in order to complete the work

● Provide service assistance to Internal and external sale reps

● Make up safety files required for work sites

● Keep a record of training/medical expiry dates

● Book Accommodation (LMI/Techs)

● Book Training (LMI/Techs/Management (relevant to safety file appointments))

● Keep training records including LMI/Tech files

● Book Medicals (LMI/Techs/Management (relevant to safety file appointments)

● Comparing overtime sheets to vehicle tracking reports – Monthly

● Service and on site repairs final invoicing.

● Keep a training record.

● Keep a record of Vehicle Inspections, repairs and services (LMI/Tech vehicles only)

● Keep a record of Tool registers and inspections

● Maintain proper filling system for recording and tracking of all documentation

● Make sure that Inspection/load testing certificates are done timeously

● Assisting with test certificates on the Internet when necessary

● All general office related duties.

● Any other ad hoc tasks for Management as and when necessary.

● Assist with Health & Safety

● Manage Medupi and Kusile power station projects

● Sourcing and buying spares and equipment for the department Ad Hoc duties

Annual ISO Audit

Annual LEEA Audit

Stock takes preparation and Admin Management

Reason for leaving: Retrenchment (Voluntary)

Torre Logistics a division of Torre Industries (Pty) Ltd 01 June 2015 – 03 June 2016 Bookkeeper/Senior Imports/Exports Controller

● Manage and handle all imports - clearing and forwarding matters

● Liaise with overseas suppliers on collection of shipments

● Arrange pre - inspections

● Frame and customs entries on Imports and Exports

● Check and submit entries via EDI to customs

● Prepare acquittals / VOC’s with customs

● Calculate duties and VAT

● Assist with Customs / Border police inspections and stops

● Liaise directly with the shipping and airlines on rates and space availability

● Update and inform the various business units on the progress of their shipments by sending bi-weekly status reports

● Provide air and sea freight quotes to customers

● Follow up daily with the airlines and shipping lines on progress of shipments

● Follow up daily with transporter on delivery of shipments

● Ensure all suppliers invoices are received and send file for castings

● Invoice and send all relevant proof of imports/exports to customers

● Update and close files according to check list requirements

● Visit the various business units on logistics / freight related matters Bookkeeper

● Record all financial transactions

● Create invoices and credit notes

● Do journals

● Capture cashbook

● Send out customer statements

● Prepare creditors reconciliations for sign off

● Prepare and check Trial balance for sending to accountant with creditors

● Call clients for outstanding payments

Reason for leaving: Retrenched (given to opportunity to transfer back to Elephant Lifting Equipment)

Elephant Lifting Equipment a division of Torre Industries (Pty) Ltd 16 July 2012 – 30 May 2015 Credit Controller/Wages/Imports

● Wages 52 employees Including:

Human Resources for workshop staff

Monthly Statistics

Reporting

Working out & Checking Overtime

Wages Budget

Garnishee Orders

● Debtors Collection Telephonically & Electronically

● Debtors Account Reconciliations

● Daily Cash Book capturing

● Debtors Queries

● E-mailing statements

● Passing Credit notes

● Creating new accounts – Sending application to Bank for approval, doing trade reference checks and opening the account once signed off

● Doing the Petty cash Journal and handling Petty Cash in absence of the Manager

● Handling Cheju books in absence of the Manager

● Handling 12 COD Accounts

● Journals

● Books (to Trial Balance) for Mozambique Branch

● Cash flow projection (Weekly)

● Debtors reports such as credit notes for the month and Age Analysis

● Back up for Creditors Department

Reason for leaving: Transferred to another Business unit in the Group Am path Laboratories

01 May 2012 – 13 July 2012 Debtors Controller

● Calling clients for payment of pathology accounts & updating the system Reason for leaving: Better Offer of employment

Planet Electronics

22 August 2011 – 23April 2012 Financial Assistant/Operations Manager

● Managing 5 staff members

Debtors

● Invoicing

● Credits

● Debtors Collection Telephonically & Electronically

● Debtors Reconciliations

● Allocating payments in the cash book

● Debtors Queries

● Printing and sending statements

● Creating new accounts

● Creditors

● Getting Quotations and getting them signed off

● Creating purchase orders

● Checking and matching invoices against purchase orders and stock received

● Capturing the invoices

● Reconciling creditors statements with captured information

● Printing the age analysis and checking prior to payments

● Loading of payments on electronic banking for release

● Generating remittance advices and sending to creditors

● Printing proof of payments and attaching to invoices

● Filing of all paperwork

● Make sure that all accounts balance to the General Ledger

● Contacting vendors for outstanding invoices

● Opening new accounts

● Creditors queries

● Managing operations of warehouse

● Inventory Control

● Stock Taking

● Client Liaison

● Getting paperwork ready for SARS queries

Reason for leaving: Position became redundant

3D Sound Investment

12 May 2008 – 12 August 2011 Office/Administration Manager

● Managing office/warehouse staff

● All office admin duties

● Client Liaison

● Updating and controlling assigned debtors accounts

● Reconciling the business Credit card

● Warehouse Control

● Inventory and spares stores control

● Running errands for the Directors

● Invoicing and dispatch orders placed

● Telesales

● Personal Assistant duties

● Internal Human Resources

● Data Capturing

● Making travel arrangements and accommodation arrangements for Directors Reason for leaving: Offered a better position at Planet Electronics in my field of study Afrifix Electronics (now Dunrose Investments)

01 July 2007 – 9 May 2008 Promoted to Service Manageress

● Managing a team of staff.

● Creating and putting procedures into place.

● Managing assigned client accounts.

● Liaising with clients.

● Updating and controlling assigned debtors accounts.

● Inventory and spares stores control

● Running errands for the Directors

● Internal Human Resources

01 March 2007 – 31 June 2007 Data capturer

● Captured all incoming and outgoing data repairs on an internal and external system.

● Assisted in all office administration.

● Assisted in client liaison.

● Assisted on the switchboard.

Reason for leaving: Company Liquidated

Mailing & Mechanisation

01 September 2003 – 28 February 2007 Technical Secretary, Debtors Controller, Stores Controller

● Answering the switchboard for two companies.

● Typing quotations for the sales and Technical departments.

● Setting up contracts for clients

● Invoicing for Technical and sales departments

● Capturing data on the Opera system

● Debtors control and capturing payments received

● Creditors control – Capturing payments made, writing out cheques, (4 months)

● Liaising with clients on a daily basis – Client queries and technical calls

● Managing the technical managers diary

● Making travel arrangements and accommodation arrangements for Manager and Technicians

● Controlling the spares stores – Stock taking, data capturing, placing and receiving orders, packing and distributing orders to technicians and branches

● Occasional work for the Managing Director in the absence of his Personal Assistant

● Initializing and loading of data on machines for the sister company

● Filing of all correspondence and worksheets

Reason for leaving: Offered a better position at Afrifix Electronics Hasler Business Systems (Sister company to Mailing & Mechanisation) 02/2003 – 06/2003 (Temporary)

● Answering the switchboard

● Typing quotations for the sales and Technical departments.

● Setting up contracts for clients

● Invoicing for Technical and sales departments

● Capturing data on the Opera system

● Liaising with clients on a daily basis – Client queries and technical calls Education and Qualifications

Tertiary Education

Academic Institute of Excellence - Current (to be completed 2022) Project Management NQF5 Diploma

Health & Safety

Incident Investigation

HIRA

Safety Rep

Construction Supervisor

Construction regulations

OHS Act & Regulations Fall

Protection Supervisor Legal

Liability

Job Observation

Additional Courses

ISO 9001:2015

UNISA

● Certified Senior Bookkeeper (CSBIcb (SA)) SAQA ID: 58376 completed with UNISA 2012 consisting of:

Cost and Management Accounting Certificate NQF4

Financial Statements Certificate NQF4

● Certified Junior Bookkeeper NQF L3 (CJBIcb (SA)) SAQA ID: 58375 completed with UNISA 2011 Consisting of:

Payroll and Monthly SARS Returns Certificate NQF3 with distinction Bookkeeping to Trial Balance Certificate NQF3 with distinction Computerized Bookkeeping Certificate NQF3

Business Literacy Certificate completed NQF3 October 2011

● Practical Bookkeeping NQF5 completed September with UNISA 2010 Birnam Business College

Executive Travel & Tourism Diploma 2001

Basic Bookkeeping, Marketing Communications, Travel Theory, Basic Typing, Domestic ticketing,

Principles of Marketing, Customer service, MS Exel L1, Numeracy, Front office principles, basic public relations, International Ticketing, Customer care and business etiquette, business communications, basic business English, introduction to computers, MS Word L1. Galileo Certificate 2001

Pastel Partner 2011

High School Qualification

Sir John Adamson high school

Senior Certificate 2000

English, Afrikaans, Business economics, Mathematics, Typing, accounting. The Makeup Issue

Makeup Artist Qualification (Complete August 2014) Personal details

Date of Birth: 01 June 1983 Languages: English, Afrikaans Nationality South African Health: Excellent

Interests and activities

Currently include: Pole fitness, watching movies, DIY, Fishing. REFERENCES

HASLER BUSINESS SYSTEMS GRANT HARDING 011-***-**** MAILING & MECHANISATION RODDY COOPER 011-***-****

ENZER ELECTRONICS DUNCAN REDPATH 082-***-****

3D SOUND INVESTMENT EMILE OGIER 012-***-****

PLANET ELECTRONICS GUYCK VAN HEERDEN 082-***-****

TORRE LOGISTICS CATHY MIOG 087-***-****

ELEPHANT LIFTING EQUIPMENT BENNY SIBEKO 083-***-****

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