Office Manager
Resume:
Hlengiwe Brenda Koloane
Pietermaritzburg, KwaZulu- Natal 3201
adzl1y@r.postjobfree.com
Since I meet every requirement outlined in the job advert, I'm applying for this employment. I also possess an appropriate three-year tertiary qualification (NQF 6) and a Grade 12 certificate and a valid code 8/EB driver’s license. I am willing to work under pressure and beyond normal hours. I've provided senior management with support services for more than 5 years. My whole career has been spent working in administrative settings providing executive support. To highlight briefly about my work history, I most recently worked as a Council Secretary at Thekwini TVET College for seven months in a teaching and learning environment. I also spent six months working in a civil & construction environment as the General Manager's personal assistant, which gave me new job experiences. Prior to that, I worked as a PA to the Senior Legal Manager (equivalent to providing executive support services) for a period of eight years in a setting dedicated to nature conservation. I've obtained expertise working in a variety of sectors supporting senior management with administrative and secretarial tasks. Personal Information
Nationality: South African (African)
Gender: Female
Driver’s license: Valid Code 8
Skills & Competencies
• Good understanding of the public service legislation and prescripts applicable to Government, including systems and procedures.
• Public Service Act and Regulations, PFMA, Computer operation / Office automation.
• Management reporting.
• Departmental objectives / Strategic Plan, Departmental business process.
• Service Delivery and Service Level Agreements.
• Departmental Polices / Government policies & Regulations, PMFA.
• Procurement /SCM Procedures and Sport and Recreation policies.
• Skills: Policy Development, Project Management, Computer Literacy, written and verbal communication, Customer Focus, Sound Judgment, Relationship Management, Result Orientation, Driving, Motivation, Presentation, Conflict Resolution, Negotiating and Managing Technical/ Procedural Adherence. Computer Literacy (MS Word, and PowerPoint etc.)
• Minute taking,
• Excellent communication skills both verbal and written,
• Ability to maintain high degree of confidentiality. Work Experience
Council Secretary (direct supervisor - College Principal and Council) Thekwini TVET College- Central Office, Durban
7 March 2022- 6 October 2022 (7 months contract- contract expired)
• Co-ordination of appointments, diary management and client engagements.
• Oversee documentation flow.
• General office administration.
• Handled incoming and outgoing correspondence.
• Ensured projects proposal plan meet departmental strategic objectives and timeframes.
• Assisted in the co-ordination of college projects (campus renovations).
• Maintained continuous improvement relationships with internal and external organizations.
• Screen and prepare responses for submissions and briefs on policy and administrative issues referred to the HOD Office.
• Ensured the effective and efficiency utilization of resources.
• Office administration and general administrative duties.
• Co-ordination of e-mail, correspondence and written communication.
• Screening of telephone calls and taking of messages.
• Minute taking at selected meetings and engagements.
• Maintaining of strict confidential protocols regarding correspondence and communication.
• Liaising at different levels of the department.
• Consolidate management information and reports.
• Compiling weekly and monthly reports.
• Typing of documents, reports and preparation of presentations
• Assisting in queries and day to day co-ordination of operational tasks related to area of responsibility.
• Acted as liaison in coordinating matters between the Council and the College management.
• Prepared and drafted memoranda, correspondence, and other documents and reports often of a highly sensitive and confidential nature.
• Ensured materials and reports for signature and accurate and complete; proofreads and checked typed and other materials for accuracy, completeness and compliance within standards, policies and procedures.
• Scheduled, prepared agenda and meeting materials and typed minutes for various meetings.
• Maintained the Council meeting schedule; coordinated, arranged and confirmed meetings.
• Received telephone calls, provided information and handled issues that required sensitivity and use of sound, independent judgment.
• Responded to requests for information and complaints, referred matters to appropriate Department staff and/or takes or recommended action to resolve the request or complaint.
• Reviewed, determines the priority and routes incoming correspondence, reports, requests and instruction; handled or referred matters as directed.
• Researched and assembled information from a variety of sources for the preparation of reports and correspondence for the General Manager.
• Required to work extended hours and weekends as deemed necessary by the work demand,
• Performed other reasonable duties as assigned which would include but not limited to:
• Events Planning, ordering of stationery and refreshments, Bookings of flights and accommodation, Telephone call screening, Processing expense claims etc.
• Ability to work in a highly pressurized environment and withstand relevant pressures.
• Rendered administrative, receptionist and executive secretarial services to the College Council, including drafting correspondence and making travel arrangements.
• Responded to enquires and coordinated travel arrangements by using Tourvest Travelit booking system.
• Provided support regarding meetings and coordinated logistical arrangements which included the meeting venue, parking and security and catering.
• Supported the Council with administration of the budget when required with the Deputy Principal Finance’s assistance.
• Data provision on Annual Report using relevant and approved template provided by DHET.
• The managing interface between the Council and College management, stakeholders, and the Council.
• Assisted with research and drafting of Charters, Terms of Reference, and Policy documents on governance and legal matters.
Personal Assistant/ Office Admin to the General Manager Lindaboy Construction & Plant- KwaZulu- Natal
February 2021- August 2021 (6 months contract – project was completed)
• Co-ordination of appointments, diary management and client engagements.
• Office administration and general administrative duties.
• Co-ordination of e-mail, correspondence and written communication.
• Screening of telephone calls and taking of messages.
• Minute taking at selected meetings and engagements.
• Maintaining of strict confidential protocols regarding correspondence and communication.
• Liaising at different levels of the department.
• Consolidate management information and reports.
• Compiling weekly and monthly reports.
• Typing of documents, reports and preparation of presentations
• Assisting in queries and day to day co-ordination of operational tasks related to area of responsibility.
• Coordinated work with executives and support staff to ensure a high performance, customer service-oriented work environment.
• Acted as liaison in coordinating matters between the General Manager’s Office and other department heads and managers.
• Prepared and drafted memoranda, correspondence, and other documents and reports often of a highly sensitive and confidential nature.
• Ensured materials and reports for signature and accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance within standards, policies and procedures.
• Scheduled, prepared agenda and meeting materials and type minutes for various meetings.
• Maintained the General Manager’s calendars; coordinates, arranged and confirms meetings.
• Received telephone calls, provided information and handled issues that required sensitivity and use of sound, independent judgment.
• Responded to requests for information and complaints, refers matters to appropriate Department staff and/or takes or recommends action to resolve the request or complaint.
• Reviewed, determined the priority and routed incoming correspondence, reports, requests and instruction; handled or referred matters as directed.
• Researched and assembled information from a variety of sources for the preparation of reports and correspondence for the General Manager.
• Performed other reasonable duties as assigned.
• Events Planning, ordering of stationery and refreshments, bookings of flights and accommodation, telephone call screening, processing expense claims etc.
• Ability to work in a highly pressurized environment and withstand relevant pressures. Personal Assistant to Senior Legal Manager
Ezemvelo KZN Wildlife- Pietermaritzburg, KwaZulu- Natal March 2011- July 2019 (seeking growth and exposure in a new environment) - 8 years I progressed from being a Booking Sales Consultant to become a Legal Personal Assistant to the Senior Legal Manager. I was responsible for:
• Acted as a first point of contact and a gatekeeper.
• Provided a secretarial/ personal assistant and receptionist support service to the Senior Legal Manager including drafting correspondence.
• Coordinated activities and requirements associated with the Senior Legal Manager’s Office through the application of administrative and secretarial procedures.
• Executed sequences associated with the supervision, communication, planning, prioritization and organization of critical, confidential and important appointments, events and meetings.
• Minute taking for meetings as and when required. Prepared agendas and follow- ups pertaining to those meetings (resolutions).
• Provided a client liaison service to ensure the efficient operation of the Senior Legal Manager’s Office.
• Managed the diary and compiled realistic schedules of appointments.
• Ensured the effective flow of information and documents from the office.
• Scrutinized routine submissions and report and made notes. Followed- up with relevant stakeholders on resolutions taken at the meetings.
• Responded to enquires and coordinated travel arrangements by using an online booking system Tour vest Travelit.
• Provided support regarding meetings and coordinated logistical arrangements which included the meeting venue, parking and security and catering.
• Supported the office with administration of the budget when required.
• Assisted in the determining of funding requirements for the purpose of MTEF submissions by checking on the SAP system.
• Checked and correlated BAS reports to ensure that expenditure is allocated properly with the support and approval of the Finance department and also by checking on a SAP system.
• Ensured that invoices are processed before the last day of the month.
• Knowledge of storage and retrieval procedures in terms of the working environment.
• Maintained a high level of confidentiality.
• Maintained and updated a contract register as and when required.
• Maintained an efficient filing and document control.
• Provided administrative support services within the Legal Unit and was a great team player.
• Collated daily, weekly and monthly management reports as requested by the Senior Legal Manager.
• Prepared reports as requested.
• Procured office stationery and other office equipment.
• Liaised with internal staff and external stakeholders from different backgrounds at all levels.
• Obtained necessary approval for all travel requests. Booking Sales Consultant
Ezemvelo KZN Wildlife- Pietermaritzburg, KwaZulu- Natal November 2009- March 2011 (promoted to a PA role) - 2 years
• Maintained good communication with Hospitality Managers to promote excellent service delivery.
• Provided exceptional service to the clients both domestic and international to help build and also to maintain clientele relationships.
• Product knowledge is essential for sales and marketing purposes to increase revenue.
• Printed or scanned occupancies of the booked accommodation by using a booking system (E-Res) to submit to all the resorts to give clients direct access to the resorts for last minutes bookings.
• Conducted sales and ensured good customer service, exceptional telephone etiquette skills were essential to build and maintain existing and potential guests.
• Attended to booking queries and coordinated the waitlist, communicated and assisted the clients telephonically, in-person, and also electronically (email service)
• Participated in Trade Exhibitions and Events e.g., Indaba (externally coordinated) and Rhino Club
(internally coordinated) for advertising and promotion purposes. Education
High School (matric) in Matric Certificate
Linpark High School- Pietermaritzburg; KwaZulu- Natal January 1996- December 2000
National Diploma in Tourism Management
Durban University of Technology; Riverside Campus accredited by SAQA January 2003- December 2006
Graduated in 2007
Certificate
Business Writing Skills Training
December 2012
Languages
• isiZulu- Fluent
• English- Fluent
Reference
Mrs T Ndlela- Thekwini TVET College
Council member: Sub-Committee Chairperson
adzl1y@r.postjobfree.com
Mr. M. Cele- Thekwini TVET College
Labour Relations Officer
adzl1y@r.postjobfree.com
Mr. S.N Ngcamu - Lindaboy Construction and Plant
General Manager (former immediate supervisor)
adzl1y@r.postjobfree.com
Mr. N Nxumalo - Ezemvelo KZN Wildlife
Senior Legal Manager (former immediate supervisor) adzl1y@r.postjobfree.com
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