Administrative Assistant

About the position

Our client in the pharmaceutical industry is looking for an in-office Administrative Assistant!
Supervise daily support operations of our company and plan the most efficient administrative procedures to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

Location: Cape-Town Tygervalley
Responsibilities:

• Provides high-level administrative support and assistance to the Country Manager and/or other assigned leadership staff.
• Supervise the day-to-day operations of the administrative department and staff members.
• Maintain a good relationship with company providers, research and evaluate prospective suppliers.
• Follow and enforce all company’s policies.
• Prepare & edit reports by using Microsoft office software.
• Cultivate relationship with landlord & company management.
• Maintain monthly reports of sales & target report of regional
• Welcome guests and visitors, arrange meeting rooms, coordinate all tasks related office set up
• Answer and direct phone calls.
• Responsible for travel management including ticketing, transportation and accommodation, prepares itineraries; maintains travel vouchers and records.
• Organize and participates in meetings and may take minutes or notes and perform follow-up activities.

• Ensure effective and efficient documentation, filing and database management.
• Responsible for taking dictation, transcribing and typing confidential documentation and keeping confidential materials
• Assist with event planning and implementation
• Monitor and maintain office supplies, ensure office equipment is properly maintained and serviced
• Coordinate messenger and courier service
• Perform work related errands as requested such as going to the post office
• Assist in all administrative pharmacovigilance related activities as detailed by the QPPV.
• Managing HR Files and ensure that the employees’ information and documents are all updated.
• Support HR for renewal of employees’ work permit and Contracts.
• Preparing office expenses and assuring that it complies with the company’s policies.
• Preparing and updating financial reports of office expenses and cash flow.

Company Procedure & Follow-Up Process
· Comply with the data integrity policy and commitment.
· Monitoring and analyzing the processes and ensuring that the necessary actions are taken for improvement.
· Maintaining, backing up and archiving (or ensuring that they are made) all records under her/his responsibility as determined and destroying the records under his/her responsibility as determined when the retention period expires.
·  Fulfilling and implementing responsibilities mentioned in all procedures of the company.

• The process managed in accordance with Company Procedures; s/he is responsible for ensuring that the activities of the inputs and outputs are correct, the resources are sufficient, the process is monitored, the records are kept, the performance is measured and, when necessary, reporting on these issues.

Qualifications:

Education Level: Diploma in Office Administration or related education background.
Education Faculty / Department: Any SA Qualified Academic Institution
Work Experience: Minimum of 3 years’ experience as Office Administrator
Technical Knowledge: AMS Office & Financial Accounting
Language: Fluency in English.

Desired Skills:

• administrator
• capetown
• assistant