Helpdesk & Stock Control Specialist with 20 Years Experience

Mondray Shaun Ficks

Cellphone Number: 076*******. Bellville- South ************@*****.*** https://www.linkedin.com/in/mondray-ficks

Helpdesk Coordinator & Stock Control.

Helpdesk Coordinator & Stock Control, with assisting financial background, with 20 years expertise and resolving customer complaints, and office administrational tasks. Expertise in client services, Personal Assistant, Reliable, energetic and resourceful, account management and relationship-building, as well as a reconciliation of financial accounts and internal sales experience, fully dedicated to the Administrative and smooth running of the Business. I am also passionate about the administrative side of the business as I have a passion for having all things in order and incorrect Location.

PROFESSIONAL HIGHLIGHTS

General Administration Intermediate Advance MS Office System Improvements Assistant Accounting. Payroll Assistant Project Coordinator Executive Support Team Player Result Orientated

KEY COMPETENCIES

Teamwork Responsibility Commercial Awareness Decision Making Communication Leadership Integrity Result Orientation Problem Solving Organizational Competency Customer service Time Management Multitasking Set personal Career goals Attention to detail. Deadline orientated.

WORK EXPERIENCE

Helpdesk Coordinator & Stock Control http://www.equations.co.za 01/12/2022 Till 13/08/2025

Equation Business Solutions Pty Ltd

Customer care, Outsource Agents, Repairs, Invoicing – Labour (Adhoc and Contract + Service Level Agreement Clients ), Stock Control – Receiving, issuing, process credits notes etc.; Manage stock deliveries, collections, and be backup driver; Reconcile Creditors Accounts; Email monthly Stats to Contract Clients.

Helpdesk - Co-ordinate support calls with local and national agents (installations and repairs)

Invoice labour to contract/adhoc clients. Process stock credits for both debtors and creditors.

Stock control – ensure that the stock on all orders have arrived and inform technical of goods that arrived to be installed. If the stock has not arrived, as per the SO activity, then follow up with the suppliers and inform the Sales Dept.

Co-ordinate and ensure that stock/equipment deliveries/collections are actioned and PODs scanned and attached on the accounting system.

Be backup driver (when needed)

Reconcile Creditors for month-end payment

Email labour stats to contract clients at month-end.

Managing and process Booking for Collections and deliveries of all material with Couriers to various Location. Local and International.

Generate of Month end Invoices, Quotations, Sales Orders and Purchase orders.

VoIP Report to be Generated for Creditors.

Senior Secretary http://www.uct.ac.za 01/11/2022 Till 30/11/2022

University of Cape Town (UCT), Department of Pathology, Division of Human Genetics via Afrizan People Intelligence Recruitment Agency

Provided comprehensive administrative support to the Head of Division, research staff and students, while also providing a frontline reception function. I am confident, reliable, self-motivated, highly organized person with strong interpersonal communication and administrative skills.

General office administration which includes processing all incoming correspondence; managing calendars; scheduling of meetings / lecturers / committee meetings and functions; managing paperwork and filing, travel arrangements for the Head of Division; answering / screening / directing phone calls

Administrative support to the UCT research laboratory staff and students and to the NHLS scientists

Financial administration (purchasing; journals; reimbursements; invoicing, petty cash)

Co-ordinating liaison between departments / sections

Responding to student / staff / visitor queries

Human Resource Administration

Office Administrator https://www.nobleprop.co.za 01/04/2022 Till 16/09/2022

Noble Facilities Management (Overseeing Glengarry, Burgundy Square and Majik Forest Shopping Centre)

Report to the Centre Manager, Handling all tenant correspondence, Petty Cash & Vouchers, Purchase orders for approved quotes, Turnover figures, Invoice collection and follow-up on outstanding invoices for invoice schedule, Filing, Keep contractor’s list up to date, Keep emergency pack up to date, Control Key register, Keep evacuation pack up to date and make sure Tenants have their packages on hand, Receiving landline calls (usually store number requests and assisting those customers)

Panic button test register to be kept updated, keep contact list for tenants up to date and communicate website change, Liaise with Centre Manager with regards to operational issues, Customer complaint absorption and necessary escalation to the Centre Manager for action, Assist tenants with Wi-Fi, Reception duty when necessary

Compile weekly late opening schedule, assist with marketing drives projects, Liaise with security regarding exhibition preparations Tenant Correspondence- Bulk email request by Centre Manager. Obtain turnover figures from all tenants and populate them into the schedule., Scanning of Job Cards and File Electronically, Filing signed-off invoices and scanning electronic copies. Attend to office walk-ins, communicate changes to marketing, respond to tenants’ contact info requests by customers Manage any lost and found items, which come in, and report back to the customer with feedback

§ Assist with obtaining CCTV viewing as and when needed, Spot check – general tidiness, report any issue detected, such as staff chatting – security standing chatting must be split Assist with CSI – obtain Wishlist, purchase, and drop-offs, Office consumables: for kitchen and stationery, etc., Follow up on outstanding documents from suppliers Example Job cards, statements, and invoices, Visit/sites inspect, full site walkthrough, Assisting suppliers as per managers ‘instructions, Obtaining quotations from suppliers as per Managers request, Update and maintaining master files, Populate Masterfile with files on hand and provide a list of items missing compared to Master file breakdown received, Assisting marketing with collecting and handover of Gift vouchers. Adhoc duties from Manager, Photo Request, Report Electrical/water/street light issues to COTC Checking Tenant Signage, monthly water meter reading to be supplied to the utility management company, Check if all staff is on duty and report back to the manager as well as security is patrolling in the center, due to criminal activities, Checking of emails, respond and attend to urgent tasks from manager and supplier as well as tenants and customers, Do site walk to ensuring visibility of security, Attend to Urgent tasks as per managers instruction via email or WhatsApp, Attend to pending items, Focus on Housekeeping Register and other general admin duties.

Front Desk Assistant http://www.uct.ac.za 08/02/2022 Till 31/03/2022 UCT University of Cape Town Student Housing and Residence Life / via Afrizan People Intelligence Recruitment Agency

Facilitate / oversees the reception services including: mail, telephone, message service

Provide a front of house and first point of contact with residents, visitors and guests.

Ensure that the Student Housing & Residence Life access control policy is adhered to.

Collate / update of the residence records, Interaction and service to students and stakeholders.

Maintain the official noticeboard in relevant Student Housing & Residence Life information. Post notices on Vula

Compiles support document to assist RFO with reporting, effectively compile information and actioning duties assigned by the Residence Facilities Officer for the online booking system which include but not limited to:

Room Bookings, Search and view applicants, Print/export arrivals and departures, Meal plan booking, collate statistics for daily reports, Logging of Maintenance Calls on the BAS01 system, collecting information to generate the monthly reports namely: Monthly reports, incident reports, health safety reports, registration / de-registration reports and damage forms. Assist in the administration and log control of various books for clients which include: Access Control Book, Contractors Sign in Book, Key control book, Maintenance Logging, Notification Number Book, Visitors Book, Lost Student Card Book, Cleaning Equipment Issued, Entertainment Book

Room Bookings, Laundry Book, Perform duties assigned by the Residence Facilities Officer for registration which include but not limited to: Register Book, Online booking system, Data Capturing from Inventory Forms, Daily Statistics, Assist with storage when required,Student damage forms

Acts as selection committee member for the recruitment of the Student Front Desk Assistants: Ensure adverts are displayed on notice boards and the Vula system, Review applications and assist with shortlisting

Compile relevant Human Resources forms for payments of the Student Front Desk Assistants’ then hand over to the Residence Facilities Officer, Participate in the induction of SFDA’s for: Policies and Protocols, Evacuation Procedures, Fire Drills, Emergency Procedures and Equipment, Job shadowing of the expected roles and responsibilities of receptionist task to be performed, Monitor internal activity on cameras at all points in the residence for access control and Safety and Security purposes. Escalate Security concerns to Campus Protection Services when required, Log maintenance calls for security

Log maintenance calls for access control malfunctions, Act as an Alternate Health & Safety Representative: Ensure that Health and Safety legislation is adhered to at a residence level., Act as the residence First Aider and manage the First Aid kit, Recording of all incidents when require

Preparing Health and Safety reports in the absence of the Health Safety Rep

Assist Residence Facilities Team with Vac Accommodation projects with the following but not limited to:

Room Checks and completion of checklists, Curtaining, Furnishing, Maintenance, and IT

Log relevant maintenance stock count and storage of Vac Accommodation consumables, including: -

Laundry and Linen with the following included – Health and Safety standards that needs to be adhere to

Update and liaise with stakeholders when necessary

Administration Officer http://www.oostenbergpatrols.co.za 28/08/2019 Till 15/12/2020 Oostenberg Patrols cc

Maintain a Director’s calendar and schedule appointments, and book meeting rooms as required by director, Assisting the Director with Monthly and Progress reporting on active tasks as well as daily adhoc duties.

Responsible and Oversee supervise10 staff members, focusing on staff welfare and efficiency and Maintain the Smooth operation of the Admin. Side of Business, manage office supplies and place orders, when needed.

Daily checking of Inspector Visitation time sheets of and cross reference with site O/B book entry

Ensuring the strick adherence of the Covid protocols.

Drop off and collecting of Invoice for signature at client, to process for payment, Prepare regular reports on expenses and office budgets.

Maintain and update company databases as well as organize a filing system for important and confidential company documents to be kept safe, Answer queries of clients.

Draughting of Policies and Procedures For the Organisation to be signed off for approval by Director of Organisation.

Prepare reports and presentations with statistical data, as assigned, logistical arrange for travel and accommodations, schedule in-house and external events.

Fleet purchasing, Registering and licensing as well as maintaining. Maintaining detailed records of vehicle servicing and inspection, to minimize downtime,, Scheduling regular vehicle maintenance to ensure operational efficiency.

Monitoring driver behaviour and ensuring a high level of customer service, analysing data to increase business operational efficiency.

Utilizing GPS systems to monitor drivers and track vehicles in case of theft.

Assisting in the recruitment of quality drivers into the fleet and developing efficient driver schedules to maximize profits and adherence to strict schedules and Complying with Department of Transport laws and regulations.

Finding ways to cut costs on Fleet fuel in scheduling routes and maximize profits and developing strategies for greater fuel efficiency

Overseeing the safety and maintenance of designated properties and ensuring that the properties are in compliance with all applicable regulations. Recommending and coordinating improvements to the property as needed to ensure a safe, functional, and appealing space. Maintaining a safe environment with proper lighting, signage, and disability access, Drafting and updating emergency plans and evacuation procedures, overseeing security, fire prevention, and other safety systems, Scheduling regular building maintenance.

Contracting professionals for repairs as needed, ensuring that occupants are provided with proper utilities, Monitoring building maintenance budgets

Arranging for building improvements, overseeing contractors and inspecting completed jobs, supervising grounds staff, hiring employees or contractors as needed to maintain, repair, or improve the property

Providing training for building employees as needed, evaluating employee performance and providing direction, correction, or additional training to ensure proper maintenance of the building, Resolving complaints, problems, and requests from building owner

Assisting with emergency response and evacuations, Inspecting the building frequently for signs of damage or wear making arrangements for the advertisement of vacancies, Organising, Headhunting, interviewing and assessing prospective applicants and matching them with vacancies, screening candidates and drawing up shortlists of candidates for interview, helping applicants to prepare for interviews

Music Usage Coordinator Cape Town CBD http://www.emediaholdings.co.za 16/03/2018 Till 06 /02/ 2019 etv(eMedia Holdings)

Administrative Assistant - Cape Town CBD http://www.emediaholdings.co.za 01/06/2011 till 16/03/ 2018

etv (eMedia Holdings)

Responsible for following up with stakeholders and submissions as well as daily reporting to the manager, meeting deadlines and doing stock take as and when required as well as dealing with clients via various platforms, assisting with admin duties manage of couriers as well as doing shipping a good understanding of MS office and record-keeping, ability to work under pressure and have strong attention to detail, remain strictly confidential, own transport, logging, and dispatching of material on the system when required.

Receiving & Dispatch Clerk / Stock Controller – Milnerton Cape Town. https://www.pinnacle.co.za

Pinnacle Micro - 19/03/2007 till 29 /02/ 2008

Provide, Telephonic Inquiries, and Reception duties.

Capturing Stock onto System, Provide Solutions for Efficient, Dealing with over the counter Sales,

Maintain Adequate Stock Levels for Warehouse, Generate Works Orders for Stock take when requested,

Supervising of 15 staff members in the warehouse, Complete Credit notes where necessary

Sales /Administrator Assistant – Paarden island Cape Town www.blastrite.co.za 06 /09/2005-Till 09/01/ 2006

Blast rite

Provide Product Choice to Walk-in Clients, Assist with Counter sales, and queries

Generate Invoices, sales orders, and credit Notes, Provide Solutions for Deliveries of Orders, Give Impact towards Improvement, Maintain Stock Levels, Supervising of 5 staff members in the warehouse.

Generate Works Orders for Stock Production, Stock take when Required, Strong interpersonal, supervisory, and customer service skills,

Manage the receiving and frontline staff, Capture employee information

Coordinate petty cash and daily cash up processes, Handle ad hoc creditor and debtor queries,

Takes Initiative, Diary management and facilitating of appointments, computer literate, Strong customer Orientation, Tertiary qualification in office administration, Valid driver’s license (own reliable car), Ability to function independently and with responsibility without direct supervision, Maintain the office condition and arrange necessary repairs

Project Finance Administrator - Saltriver – Cape Town

Labour Research Services 27 /10/2008- 02 /07/ 2009

http://lrs.org.za

Compiling Financial Report funders Projects, Prepare Cheque’s for payment and Banking and administer petty cash Travel and Logistics arrangements for campaigns, including meetings, Financial Documents files accordingly, Reconciling Accounts of Debtors and Creditors, and book keeping, Creating spreadsheets for financial and spending reports, Minute taking of meetings, Reception Duties on ad hoc basis, maintaining switchboard,Maintain office systems, data management and filing, Housekeeping-ordinating meetings and organizing catering, Maintaining office supplies/consumables, Reconciliations and checking of invoices, General administration, Logistical arrangements and arranging corporate events Managing and training Rent-A-Maid, limited human resource duties Monitoring access Building maintenance Collection of post Reconciliation of accounts payable, Processing invoices Payment and Payroll for staff Financial Manager assistant Function independently without direct supervision,

SELECTED EXPERIENCE

Volunteered Administrational and Budget speech work for 3 months at Nadeso in 2005 February till March setting up appointments for CEO of Company and managing diary of CEO

EDUCATION

Kasseslvlei Comprehensive High School, Cape Town

Grade 11 – Completed 2000

Outlook Level 1 - New Horizon Cape Town -

30 April 2012 Completed

Media and Television Operation – Mict Seta, Cape Town

NQF LEVEL 4 SAQUA 61450 – Graduated 2017

PROFESSIONAL SKILLS

Excellent communication skills with a focus on team-building and customer relations.

Outstanding organizational Skills, multitasking, and problem-solving abilities.

Sage basic Understanding

Pastel basic Understanding

QuickBooks Basic Understanding

Enterprise by Hansa

Accountable

Accountability Solving Problems

Self-Motivated

Interpersonal Skills

Excellent Communication

Decision Making

Motivated

Service Delivery

Mastery of Technical Office programs (Word, Excel, Outlook)

Comfortable working in both Microsoft Windows 10 and Mac OS X.

SOFT SKILLS

Planning

Supervising

Managing

Finances Bookkeeping

Support

Social Media Organizing.

Travel Arrangements

PROFESSIONAL MEMBERSHIPS

Health and Safety Risk Assessment Course Seesa (02/09-02/09/2020) Webinar.

First aid Course (July 2016 till July 2019)

Xhosa Language Classes Phase 1 2012

Xhosa Language Classes Phase 2 2013

LANGUAGE COMPETENCIES

Afrikaans: Native language

English: Second Language

French: intermediate (Speak, Reading)

Xhosa Intermediate (Speak, Reading)

SELECTED ACHIVEMENTS

Displayed best team Spirit award on our recent team building in 2014.

Achievement for participating in the winning team award on our recent team building in 2014

Received the highest score on the overall assessment in the class for the National Certificated completed in 2017.

Award for best attended student for 3 years in a row when I was doing Judo for 10 years.

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