Adrian Warren

Reinsurance & Insurance Responsibilities:

• Manage technical accounting for reinsurance and insurance, including processing debit/credit notes, invoicing, and payments.
• Ensure completion of agency documentation and compliance with regulatory requirements.
• Handle company registration documents and maintain corporate
  governance standards.

Executive Assistant Responsibilities:

• Coordinate daily meetings and activities with the Managing Director and Reinsurance Executive.
• Manage calendars, schedules, meeting arrangements, and event coordination.
• Draft and send official correspondence on behalf of the leadership team.
• Organize meeting materials, attend meetings, and document minutes, ensuring follow-up on action items.
• Arrange travel logistics and manage document storage for leadership.
• Coordinate corporate communications, conferences, and events.
• Handled confidential and sensitive information with discretion and tact.
• Receptionist Responsibilities:
• Greet guests and clients, ensuring a professional and welcoming environment.
• Answer and direct phone calls promptly.
• Maintain visitor logs and manage incoming/outgoing mail and deliveries.

Administrative, Management & Operational Support Responsibilities:

• Support strategic transitions between key executives and operational teams.
• Provide administrative assistance across various departments, including Finance, HR, and Procurement.
• Organize meetings, draft agendas, and take minutes.
• Maintain relationships with key stakeholders and suppliers.
• Represent leadership at events, conferences, and promotions.
• Supervise office cleaning and develop operational policies.
• Assist with recruitment, onboarding, and preparation of Service Level Agreements (SLAs).
• Handle confidential documents and oversee major purchases
  (properties/vehicles).
• Delegate tasks, manage CRM, and ensure proper filing and record-keeping.

Accounting & Financial Administration Responsibilities:

• Maintain bookkeeping records, reconcile statements, and prepare monthly financial reports.
• Manage accounts payable/receivable, process invoices, and track company
  expenses.
• Monitor commissions and fuel expenses, and generate reports for the Broking division.

Processing Responsibilities:

• Process sales orders within 24 hours and ensure next-day delivery.
• Handle various documents in JDE (sales orders, approval notes, consignment sales orders, etc.).
• Verify patient information and purchase order details, resolving discrepancies with representatives and hospitals.
• Escalate unresolved discrepancies to relevant managers and team members.
• Notify customers of backorders and assist with pro forma invoices for hospitals.
• Ensure timely identification and collection of approval stock.
• Maintain an organized filing system for CSD administration and provide reference for invoice copies and proof of delivery (POD) requests.
• Email PODs and invoices, and scan/save PODs in Formscape daily.

Consignment Responsibilities:

• Update and file consignment stock agreements for audits.
• Conduct consignment checks and warehouse reconciliations in line with company policies.
• Complete cycle counts in JDE, resolving variances before escalation.
• Process consignment invoicing and manage stock replacements.

Reporting Responsibilities:

• Generate and review daily reports, escalating unresolved issues to the CSD Manager.
• Stock-in-transit consignment report.
• Consignment variance report.
• Weekly incident, open orders, and processing reports.

Quotations Responsibilities:

• Process quotations using Excel templates, ensuring patient medical aid limits are considered.

General Responsibilities:

• Assist with quarterly and year-end stock takes.
• Resolve customer queries promptly and maintain strong relationships with internal stakeholders and hospital stock controllers.
• Available for overtime during month-end, quarter-end, and stock-taking periods.
• Call state hospitals to follow up on open orders.
• Be knowledgeable in all processing functions to serve as backup support when needed.

Administrative & Office Support Responsibilities:

• Prepare and type all correspondence and general documentation with accuracy and professionalism.
• Maintain an organized filing system for all company documentation.
• Manage switchboard operations, directing calls efficiently and
  professionally.
• Arrange and coordinate travel, including flight and accommodation bookings, while ensuring account reconciliations are completed.
• Manage diaries, schedule meetings, and coordinate appointments effectively.
• Provide front desk reception support by welcoming visitors and directing them appropriately.
• Record, transcribe, and distribute meeting minutes in a timely manner.
• Schedule and prepare boardrooms for meetings, including arranging refreshments and necessary materials.
• Order, process, and oversee the delivery of stationery for Executive Committee (Exco) members.
• Receive and sort incoming mail, notifying and coordinating collection with relevant employees.
• Perform general administrative duties to support company operations.
• Maintain and manage office files, ensuring proper organization and accessibility.
• Compile and distribute Board Packs on a quarterly basis.
• Handle ad hoc tasks as required to support business operations.
• Process purchase orders, invoice transactions in Microsoft Dynamics 365 (D365), and reconcile Bidvest Bank Cards.
• Compile and maintain COVID-19 case reports, recording and updating new cases weekly across all divisions.

• Attending to general office administration and ad-hoc tasks.
• Answering the telephone, transferring calls, taking messages, attending to walk-in clients.
• Typing of letters, reports, photocopying, faxing and filing of documents.
• Barista duties - making of cappuccinos, lattes, espressos.
• Mater-files kept up to-date, filing of monthly files - SARS.
• Annual Returns - Monthly working papers.
• Archiving of paper work/files.
• Submission of Individual SARS Tax Returns and Company
• Tax Returns.
• CIPC Annual returns.
• CIPC Name change.
• CIPC Name Reservations.
• CIPC Company Registration.
• COID Submissions.
• Letter of good standing application.
• UIF Submissions.
• BEE Certificates.
• Shared Certificates.
• Law Firm - Loan Statements - (Bookkeeping).
• Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.

• High-Net-Worth & Large Clients: Manage relationships with large clients, preparing and distributing Quarterly Investment Statements and facilitating investment contributions and withdrawals. Perform annuity calculations and handle tax certificate requests. Oversee new business, account changes, and maintain client records, ensuring FICA compliance. Provide ongoing support for client-related matters.
• Employee Benefit Fund Administration: Administer Employee Benefit Fund Schemes, including TSA group risk and Marriott & Allan Gray Group RA's. Prepare and track fund contributions, manage member onboarding and offboarding, and assist retiring members with their benefits. Support related administrative functions.

Revenue Accounting & Interline Operations Responsibilities:

• Ticket Coupon Management: Process Ticket Coupon Numbers, manage queues, and dispatch daily work emails.
• Exchange & Reconciliation: Complete exchange transactions, unmatched ticket processing, and Lift Recon checks.
• British Airways & Kulula Mail Processing: Sort, file, and capture British.
• Airways flight mail under the Domestic Passenger Revenue System.
• Passenger Revenue Validation: Compare Airport Company South Africa (ACSA) passenger totals with British Airways and Kulula passenger revenue system reports to ensure accurate allocation.
  Interline Processing:
• Review and correct rejected headers daily.
• Process weekly waivers and favors for British Airways.
• Manage receivables and proration queues daily, with weekly close-offs.
• Submit Hahn Air Credit Notes into SIS.
• Process Interline Clearing House (ICH) payments and journals weekly per period.
• Manage monthly British Airways split journals and payables tax rejections.
• Additional Functions: Capture Excess Baggage transactions and update Exchange Rates.

• Local Creditors as well as Foreign Creditors in the form of Package tours.
• Request invoices from suppliers; make sure invoices are signed off by authorized personal, post invoices into Syspro make sure each invoice is posted to the correct
  cost center and where VAT is applicable make sure VAT is posted correctly.
• Invoices to be posted by the 7th working day of each month
  Post invoices and credit notes on a daily basis.
• Ensured compliance with relevant regulations and industry best practices, staying up-to-date on changes affecting the credit industry.
• Improved creditor-client relationships by effectively managing a large portfolio of accounts and promptly addressing concerns.
• Complete Recon's for local and foreign creditors by 25th of every month confirm zero balances with suppliers on a monthly basis.
• Processing of foreign payments. Journals
  to be done by the 15th of every month.
• Accruals to be done when invoices haven't been posted before close off by15th of every month.
• Payments of fuel (shell) accounts to be paid twice a month.

• Render telephone services through answering and transferring of calls to the relevant officials.
• Taking messages from callers and direct it to relevant officials.
• Report all telephonic faults as well as the Telephone Management System (TMS).
• Add, amend and monitor the PABX.
• Render telephonic directory to the company.
• Distributing monthly telephone statements for revenue; Recover moneys from private made.
• Follow up for every telephone statement sent for receipt of payment;
• Monitor telephones. Attend to requests for new installations from different Sections.
• Register all incoming and outgoing mail to the register.
• Receiving mail and distribute to the relevant section.
• Purchase stationery and equipment. Assist with drafting of
  submissions and order reports.
• Typing of letters, reports, photocopying, faxing and filing of documents.
• Manage stock supplies (stationery, & cleaning materials).
• Preparation of documents, suppliers collecting and notice boards.
• Compiling payments every month for the Department's service providers. Handling
• Petty Cash.

Office Responsibilities:

• Handle photocopying, faxing, and filing of documents.
• Manage client invoicing and billing, and compile payments.
• Visit clients to collect documentation.
• Process payments and assist with official duties.
• Answer and transfer calls as needed.