Domineque De Klerk

• Managed quality assurance initiatives.
• Investigated processes to develop maps and determine optimal improvement approaches.
• Tested selected products at specified stages in production process for performance characteristics or adherence to specifications.
• Updating current ISO system to facilitate new system implementation
• Performing regular ISO audits and reporting results to ODIN Finance Manager
• Analysing ISO audit findings and providing recommendations to ISO 9001, ISO14000 and ISO 45000
• Maintaining all ISO administration to ensure that the system remains compliant with the ISO standards
• Assist in implementing and testing cyber security policies and procedures
• Preparing and managing annual audits
• Assisting in report building using Microsoft Business Intelligence
• Assisting with Health and Safety related tasks and audits
• Performing ad hoc tasks as required by the ODIN Finance Manager/Head of Finance

• Maintaining client database
• Compiling of quotations
• Invoicing
• Credit notes
• Budgets
• Staff salaries
• Assisting Accountant on SARS, Tax and VAT enquiries
  CIPC (company registration and director information aspects) - assist Accountant where required
• Dealing with all email and client correspondence
• Managing Director diary
• Scheduling site meetings
• Attend to client enquiries/queries
• Stock purchasing
• Dealing with suppliers
• Assisting to maintain company profile
• Design of company profile, logo etc.
• General admin duties
• Project planning
• Running errands
• Meeting with clients
• Site inspections
• Issuing of job cards
• Managing company Income and expenses
• Outstanding invoice chasing
• Maintaining and implementing business systems to ensure efficient running of all company aspects
• Complaints are addressed or referred
• Client expectations are met, and quality client service principles are maintained
• Reporting
• Provided outstanding service to all individuals, promoting effective, and lasting business relationships.
• Assisted with running of Operations

Reason for leaving: Partnership came to an end

Personal Administrator to the Director:
● Preparing the office and ensure everything is in order before the Director arrives
● Meal and refreshment preparation when requested
● Maintaining a professional atmosphere in the Director office
● Ensure that privacy and confidentiality is maintained in the Director office
● Ensure all registers are updated and signed when files, keys, director meeting packs and any/all documents are removed for office purpose use
● Meeting minutes
● Compiling of job descriptions for office staff and assist with Holiday Resort job descriptions
● Capturing of any Director company expenses in order for the Finance department to allocate accordingly
● POPI Act (GDPR equivalent) flow chart creation and implementation
● Creating of presentations and documents
● Accompany the Director to Resort visits and stock purchasing
● Creating department manuals and training videos
● Diary management
● Screening and taking all incoming calls for the Director
● Office security
● All admin duties allocated
● Conducting research
● Assist the PA with managing cleaning staff, drivers and security staff
● Back up PA role when not in the office
● Assist with organising events and/or conferences
● Stock control
● Ensure a clean and neat office environment

● Assist with any duties from other Directors or Managers
● Any and all other duties allocated to me

InnKeeper / Moodle:
● Manage and maintain database
● Provide remote assistance to the Resorts
● Assisting with any enquiries relating to the Innkeeper database
● Assist to develop and expand the database/program
● Create program training manuals, tests and videos
● Provide systems training to Head Office and Resort staff
● Weekly and monthly reporting
● Creating of stock codes
● System audits
● System security and access
● Perform SQL maintenance and duties when requested
● Create and maintain stock pricing etc.
● Test system for loopholes – development
● Creating of descriptive and user-friendly manuals
● Creating of policies and procedures
● Conduct Resort visits for follow up, training and/or assistance
● Monitoring of ticket system and assist with queries
● Assist with set up of various point of sales
● Assisting the back-end maintenance of Innkeeper
● Monitor Innkeeper server to ensure data is synchronizing and backed up
● Assist with license upgrading of Resort and Head Office systems monthly
● Monitor double bookings
Junior NORM (National Offsite Resort Manager):
● Appoint, train, appraisals and replacement of resort managers and other key resort staff members
● Ensure that resort and head office goals and objectives are met
● Ensure that resort scores (RCI and In house) are maintained and improved upon Monitoring of all
● onsite reports
● Monitoring of onsite stock controls
● Implementation of control measures per department
● Monitor implementation of board resolutions and suggestions Monitor performance levels
● per development
● Monitor projects
● Monitor refurbishments and refurbishment funds
● Monitor staff
● Monitor security
● Resort communications
● Monitor resort reports and respond accordingly
● Monitor budget management and variances
● Monitor insurance claims
● Monitor occupancy
● Complaint letters to resorts (monitor)
● Minutes of road shows and action items accordingly
● Nominations for quarterly/Year end awards
● Director’s meetings - feedback and tasks
● Monitor budgets and special levy budgets/refurbishments
● Sign off of completed units on the refurbishment schedule
● Monitor both RCI and In-house stats and respond accordingly
● Monitor asset registers
● Monitor insurance
● Monitor insurance claims
● Check and generate various reports for the various Resorts
● Check up on stock takes
● Check and analyse stock shortages/surpluses
● Monitor reservation grids of each Resort to ensure correct data
● Assist Head Office with enquiries about the system
● Prepare Directors packs timeous for relevant meetings as per the Annual Calendar
● Use relevant resources with regards to documentation and equipment

Corporate Governance:
● Prepare the Annual Calendar for all Directors meetings, AGM/ASM,
● Operational meetings, Social & Ethics Committee meetings and Audit
● Committee meetings
● Pro-Task all relevant parties regarding all meeting deadline dates for the required documentation
● Prepare Directors packs timeously for relevant meetings as per the Annual Calendar
● Typing of all Directors meeting and/or other meeting minutes
● Perform any other delegated duties allocated by management
● Preparation and finalising of Annual General and Annual Shareholders Meetings
● Perform any other delegated duties allocated by management
● Compile resort inspections four times per annum per resort Advise club ops and property administration departments of blocked off units either emergency or scheduled
● Report "Pink Granites" timeously as to avoid damage to Share Block or VRS Obtain and present all onsite reports to boards
● Monitor all H/O communications
● Respond to resort manager queries/ emails with 24 hours
● Send out H/O communications
● Understand the role of a Company Secretary.
● Submit Annual Returns of relevant Companies by due date.
● Ensure that Company Registers are kept updated.
● Update the GreatSoft database will all relevant Corporate Governance documents

Public Interest Score:
● Update the PIS Schedule annually

CIPC
● Understand the role and main functions of the Commission.
● Ensure the timeous lodging of documents with CIPC:
● Name Reservation
● Director changes
● Address change of Company or Close Corporation
● Financial Year End change
● Electronic disclosure
● Registration and submission of MOI's
● Approved names
● B-BEEE Certificates
● Notice of amendment of MOI

Estate Agency Affairs Board – EAAB
● Understand the definition and process and role of the EAAB
● Renewal of Fidelity Fund Certificates annually for Individuals
● Payment for renewal of CPD Activities
● Understand the process of the Education of Estate Agents

General:
● Perform any other delegated duties allocated by management
● Answer the telephone in a polite and professional manner, take down clear notes and ensure
● that the correct information is conveyed to the relevant party.
● Treat all documents with discretion and confidentiality.
● Ensure confidentiality and privacy information and discerning distribution to colleagues
● Ensure that all filing is updated on a weekly basis prior to leaving on Friday.
● Attend Pro-Tasks on a daily basis.
● Ensure that all manuals are updated timeous and that the content thereof is understood.
● Ensure that all working documents and data are saved on the server in the correct format as per
● the VRS standard.
● Ensure that work stations are kept neat and tidy prior to leaving the office each day.
● Ensure that no data is saved on desktops, all data to be saved on the server.
● Update the budget file as well as the index as and when budgets are approved and signed off.
● Obtain the original signed off Annual Financial Statements from the relevant accountant. Scan
● and save the AFS in the relevant AGM folder.
● File original AFS in cabinet.
● Communication to Marjorie Forssman is vital on a daily basis

● Meetings and appointments are scheduled and coordinated with all attendees as per set
requirements (i.e., catering, audio-visuals)
● Documentation and correspondence are administered and the distribution process is maintained
● Professional communication standards are adhered to (Verbal and written)
● Principles of prioritising, organising and planning are adhered to
● A filing system is in place for all relevant documentation
● Diaries are organised and updated as per requirements set by relevant managers
● Venue and catering arrangements for meetings / lunches / functions and other events are coordinated as per guidelines set
● Refreshments are timeously arranged for visitors and & meetings
● Meeting rooms are neat and orderly before and after & meetings
● Technical problems are addressed or referred to relevant parties on the job
card system as per procedure
● Travel arrangements are made and followed-up for all relevant individuals as per procedure
● Databases of all required telephone numbers, addresses and birthdays are maintained
(where applicable)
● Stationery and other consumables are ordered as per procedure and optimum stock levels maintained
● Principles of prioritising, organising and planning are adhered to at all times
● Ad-hoc administrative duties are done as required
● Documentation and correspondence are typed and distributed according to set standards
● Professional communication standards are adhered to - (including grammar, spelling, formatting, language use, etc.)
● Typed documentation is submitted to the relevant party on time
● An electronic filing system is in place to ensure documents are easily retrieved
● Photocopying, faxing and document distribution are done as per set standard
● E-mail and mail merge tools are utilised effectively
● Agendas are distributed and / or published as per procedure
● Assistance in compilation of agendas is provided when requested
● Minutes are compiled and distributed timeously
● Telephone etiquette principles are followed
● Messages are taken comprehensively and delivered to relevant person
● Calls are screened and queries addressed according to guidelines set
● Whereabouts of staff are known at all times
● Reception duties are performed when necessary
● Reception area is kept neat and tidy at all times
● Visitors are welcomed and assisted/escorted to appropriate individuals according to company
procedure
● Receipt of packages are checked and distributed to relevant individuals as per set guidelines
● Office security is maintained
● Follow-up on management action list when required
● Behaviour exhibits a culture of service
● ISO 14001: Responsible for all administration and process flows. Internal audits
● HSE: Responsible to maintain health & safety in the management office
● Patient Experience assistance - Compliments & Complaints
● Parking ticket assistance
● Legal / Medical records assistance
● Managing of all Head of Departments diaries and all boardrooms
● Function organising
● Occasional helping with the Hospital Manager's children
● MTP ticket issuing and assistance to patients
● POS data capturing assistance
● Assistance with preparing legal files/medical records
● Providing assistance with agency invoicing
● Dealing with patient complaints
● Assisting with theatre reception
● Follow up on theatre instrument lists with all suppliers
● Assistance with Doctor relocation - i.e., furniture invoicing, procuring of consulting room equipment
and IT equipment
● Health and Safety rep for management.
● ISO 14001 designee/auditor - Capturing of CAR/PAR's, updating of spreadsheet, keep track
● of all communication, hospital audits.
● Event organising and assistance
● Job card capturing on SAP
● Management of all hospital keys
● Attending to any doctor queries
● Compiling of Month end reports and data
● Ad-hoc administrative duties are done as required
● Attend to emails not requiring manager's direct attention
● A register is continuously kept for all in-coming documentation and correspondence
● Client Satisfaction
● Medi-Clinic values are demonstrated in behaviour
● Complaints are addressed or referred
● Client expectations are met, and quality client service principles are maintained
● Meetings are utilised as quality improvement opportunities
● Competence is demonstrated in all performance output areas

● Personal Assistant Duties,
● Office Administration
● Assisting with monthly payrolls for clients.
● General admin
● Staff organisation and management
● Assistance with month end duties and payroll
● Follow-ups with SARS
● Implementation of ISO 9001
● PA duties to members of the company
● Interviews of staff

Personal Assistant Duties
● Reading, monitoring and responding to the manager's email
● Answering call and handling queries
● Preparing correspondence on the manager's behalf
● Commissioning work on the manager's behalf
● Liaising with staff, clients, etc
● Managing the manager's electronic diary
● Booking meetings
● Organising travel and preparing complex travel itineraries
● Writing minutes
● Planning, organising and managing events
● Managing a budget
● Attending events/meetings as the manager's representative
● Writing reports, executive summaries and newsletters
● Preparing presentations
● Preparing paper for meetings
● Managing and reviewing filing and office systems
● Typing documents
● Sourcing and ordering stationery and office equipment
● Managing projects

Sales Assistant is responsible for supporting assigned sales team with customer contracts, orders, deductions, reports, and other administrative functions.
● Provides specialized assistance to internal sales personnel and our customers by acting on a
● variety of requests including, by not limited to quotes, sample requests, pricing related projects,
● vendor contact and other sales related activities that will support sales associates in achieving
● their targets.
● Assist in the development of customers
● Coordinate communication of all customer-related issues to sales manager and sales general manager
● to ensure seamless flow of information
● Additional possible projects include preparing support materials for sales calls; contacting vendors
● to request sample products for customers; performing internet research; handling sales rep
● follow-up calls; system clean-ups; mailing and mail merges; and performing a variety of clerical
● functions and data entry
● Assist in updating internal forecasts
● Creates and generates reports and develops presentations to be used in sales meetings
● Work closely with internal cross-functional partners (marketing, customer development, supply
● chain, etc.) to ensure responsiveness requests
● Track customer sales by division and provide analysis for the purposes of forecasting,
● trending, presentations, accruals and internal reporting
● Lead completion of customer new item forms, promotional contracts and entering data in target
● account system
● Perform other related duties as required or requested

Reason for leaving: Contract Position & relocating

• Load and update CVs on Unique Admin System
• Do reference checks
• Do Synopsis for CV's
• Candidate correspondence
• Entered client information into databases quickly and with minimal errors.
• Coded and processed applications into required electronic formats.
• Verified accuracy and validity of data entered in databases
• Corrected data entry errors to prevent duplication or data degradation.
• Obtained scanned records and uploaded into database.
• Evaluated source documents to locate needed information.
• Applied data entry knowledge skills to resolve indecipherable or garbled messages.

Reason for leaving: Temp Assignment

Dispatch Admin
● Laserfiche system maintenance
● IO org filing
● Update of ALL stores and dispatch procedures (ISO related)
● Update & Maintaining Driver & Sales Rep Rout sheets

Driver Preparation
● Check, prepare and update all IO's for delivery = Invoice out

Orders in stores:
● Follow up and Dispatch coordination
● Call clients "orders ready for collection"
● Follow up on pending COD's and collections
● General Invoicing (Counter sales)
● Call P&P "orders ready for collection

Distributor Preparation
● Liaise with our distributor on orders and dispatch/invoicing

BULK Preparation
● Invoicing and Dispatch Woolworths Orders
● Issue/Receive/Transfer stock
● Arrange and complete stock transfers
● Issue stock to Factory
● Issue stock and "KIT ISSUE" to electronics
● General Issue
● General Receive Stock correction
● Investigation of stock in-balance and correction

SOS deliveries/collections:
● Perform SOS collections/deliveries /Airport

Incoming Goods Inspection
●Check all incoming goods for Quantity and Quality

Backlog Report
●Run Backlog report and sort pending Internal Orders
● Escalate Pending Orders in dispatch to Management

Project Document Control:

● Take, distribute and file minutes of project meetings
● Upload, download and distribute documents correctly and timeous between client, Unitemp and suppliers
● Creation and maintenance of project SDI's & submissions
● Administration of document numbering for project-specific documents.
● Organisation and filing of documents and communications, including registers (housekeeping) and central emails (e.g., Ft-wax, Medupi)
● Creation, maintenance and distribution of Due and Overdue reports based on SDI's
● Commercial claims: prepare and maintain supporting documentation for early warnings, assessments & claims
● Develop and implement ideas for improvement of efficiency and effectiveness of processes and systems
● Assisting with creating Department Procedures

Internal Sales

● Handling customer queries
● Repairs
● Entering Internal Orders
● Quoting clients and following up
● Proforma Invoices
● Entering sales orders and maintenance
● XJQ Report
● Creating job entries and maintaining them
● Assisting walk in customers
● Assisting customers phoning in
● Assisting with Credit Notes

Reception / Admin

● Knowing where the sales force is at all times
● Opening outside gate for visitors
● Sending out emails for staff movements
● Leave Forms & updating Leave Roster
● Switchboard
● Answering Calls
● Transferring Calls
● Putting Calls on Hold
● Picking up Calls
● Direct Dialling to CT
● Speed Dialling
● Ring Back
● Resetting the Switchboard
● Resetting the Premi-Cell
● Taking down messages
● Outline of Admin Procedures & Systems
● Email / Syspro / Maximizer Log-Ins

Assisting walk-in customers:
● Greet customer when they walk in and ask how you can help
● Collections: Check which company goods are being collected for.
● Phoning stores to bring the goods to the front. If stores are
● Unavailable get one of the internal sales ladies to assist
● Receive all deliveries except DHL• Attending to walk-in customers.
● Filing
● Tying up all the paperwork
● Proof of Deliveries
● General Filing
● Banking
● COD Banking
● 30 Day Banking
● Banking Register
● Post & Distribution
● Wages Staff Working Hours
● POD's & General Paperwork to Cape Town
● Control & Ordering Stationary
● Maximizer
● Searching for Clients & Documents
● Entering & Updating Clients
● Create Documents
● Create Templates
● Calendar
● Notes
● Sending Statements to Clients

● Produced high-quality communications for internal and external use.

● Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment.

● Maintained filing system and organized customer documents for easy retrieval of information.

● Provided meeting support by taking minutes and dictations.

● Routed business correspondence, documents, and messages to correct departments and staff members.

● Made travel arrangements for other employees' business trips, negotiating fair prices on behalf of company.

● Booked and prepared meeting rooms, making arrangements for availability of refreshments.

● Monitored office supplies and made arrangements for restocking of low-stock items.

● Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.

● Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.

● Reviewed files, records and other documents to obtain information to respond to requests.

● Informed and supported business leaders through consistent communication and administrative support duties.

● Edited documents to keep company materials free of grammar errors.

● Assisted with onboarding of new employees.

● Supported staff on special assignments and ad hoc projects.

● Utilized office management software to record and track customer information.

● Compiled and analyzed data to produce reports.

● Promptly received and forwarded incoming communications, such as phone calls, emails and letters, to appropriate staff.

● Edited and proofread documents for accuracy and completeness.

● Purchased and maintained office supplies.

● Input data into spreadsheets and databases.

● Fostered operational efficiency and compliance with company policies through effective coordination of office activities.

● Processed incoming and outgoing mail and packages according to established procedures.

● Created and maintained detailed records of all office activities.

● Coordinated and scheduled meetings and appointments.

● Coordinated travel arrangements for staff members.

● Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding.