HANNELIE BRINK-GERBER
Administrative Specialist
WAVERLEY,Pretoria
Summary
Dynamic office management and administration professional with a proven track record of enhancing productivity, efficiency, and service quality across diverse environments. Recognized for dependability and ethical leadership, combining advanced organizational skills with technical expertise and strong business acumen. Adept at collaborating with cross-functional teams to drive operational excellence and deliver exceptional service outcomes. Committed to fostering a positive work culture while achieving strategic goals and optimizing processes.
Overview
30
30
years of professional experience
2
2
Languages
Work History
Office Manager/Secretary
United States Agency for International Development (USAID)
07.2014 - 07.2025
- USA Security Clearance Held
- Daily contact with USA Diplomats and USA Embassy, Pretoria
- Secure Travel arrangements for Diplomats
- Maintain personnel records
- Conference and meeting organizing for International Visitors
- USAID Online Systems
- Oversaw daily office operations, ensuring efficiency and compliance with organizational policies.
- Managed scheduling for senior executives, optimizing time management and prioritization of tasks.
- Developed and implemented office procedures, enhancing workflow and productivity across departments.
- Coordinated logistics for meetings and events, ensuring seamless execution and stakeholder satisfaction.
- Mentored junior administrative staff, fostering skills development and improving team performance.
- Streamlined document management systems, increasing accessibility and reducing retrieval times.
- Conducted regular audits of office supplies, maintaining inventory levels and minimizing costs.
- Collaborated with cross-functional teams to support project initiatives and drive organizational goals.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
Office Manager
LIASA (Library & Information Association of SA)
05.2010 - 12.2013
- Maintain personnel records
- Arrange teleconferences
- Liaising with LIASA structures: EXCO and Representative council
- Co-ordination and distribution of printed Publications
- Arranging transport and accommodation
- Building and maintaining membership database
- Liaising with members, stakeholders, creditors
- Running office from location at which the Annual conference is held
- Assisting with conference organising
- Liaising with delegates, PCO at conference
- Preparation/distributing of voting material
- Keeping close relations with the National Library of South Africa (NLSA)
- Liaising with other libraries
- Oversaw daily office operations, ensuring efficient workflow and resource management.
- Implemented administrative procedures to enhance organizational effectiveness and service delivery.
- Coordinated staff schedules and maintained resource allocation for optimal operational efficiency.
- Developed and maintained filing systems, improving data retrieval and document management.
- Trained and mentored support staff, fostering a collaborative and productive work environment.
- Analyzed operational processes, identifying areas for improvement and implementing strategic solutions.
- Managed budgetary allocations, ensuring adherence to financial guidelines and resource optimization.
- Collaborated with stakeholders to enhance service offerings and address member needs effectively.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Enhanced communication within office by implementing centralized digital messaging platform.
- Provided comprehensive administrative support to senior management, enabling them to focus on strategic decision-making.
- Developed and enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.
- Enhanced office operational efficiency by streamlining filing systems, resulting in easier access to critical documents.
- Increased customer satisfaction by developing effective client feedback system that led to service improvements.
- Coordinated with IT department to upgrade office technology, enhancing overall efficiency and data security.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
Circulation Desk Clerk
UNIVERSITY OF PRETORIA
08.2008 - 04.2010
- Contractual after-hours position
- Managed circulation desk operations, ensuring efficient check-in and check-out processes for library materials.
- Promoted library resources through engaging displays and marketing materials at the circulation desk area.
- Developed strong relationships with patrons, providing personalized recommendations based on reading preferences.
- Managed overdue notices, encouraging timely returns of library materials.
- Maintained an organized and welcoming circulation desk area for optimal user experience.
- Assisted patrons with locating materials in the library catalog and on shelves for faster access to resources.
- Checked library materials in and out of library.
- Provided exceptional customer service, assisting patrons with inquiries and resolving issues promptly.
- Trained and mentored new staff on circulation procedures and library systems.
- Maintained accurate records of library transactions, enhancing data integrity and user experience.
Product Management Assistant
SABINET
06.2002 - 04.2010
- Financial Management of National Library
- Interlending scheme
- Invoicing for SA Media and ReQuest
- Account Management
- Money Transfers
- Account Queries
- Web Page Updates
- EPublication Supplier Pay-outs
- Royalty Pay-outs
- Interlending Coupons Management
- License Agreements
- Capturing of Supplier’s Details
- Account Related Queries
- Assisting Members of Product Management Department with Administrative Tasks
- Interlending Fee Management
- ReQuest Interlending Queries & Accounts
- Petty Cash
- Social Club Fees
- Building Maintenance
- Ordering of Supplies
- Follow up on Debtors
- Customer Queries
- General Office Assistance
- Liaising with suppliers/representatives
- Scanning of Documents (Mainly Government Gazettes)
- Editing of Documents
- Making PDF Documents
- Working in Dreamweaver making HTML Documents
- FTP Documents
- Relief Switchboard
- Subdatabase in Microsoft VisualBasic
- Supervised digitisation Process
- Metadata Quality Control
- End product Quality Control
- Supported product development initiatives by conducting market research and competitor analysis.
- Collaborated with cross-functional teams to refine product specifications and enhance user experience.
- Assisted in the preparation of product roadmaps and project timelines to ensure alignment with strategic goals.
- Facilitated communication between stakeholders to gather feedback and drive product improvements.
Proofreader
JUNKMAIL
08.2007 - 08.2008
- Contractual after-hours position
- Proofreading Advertisements
- Working towards deadlines
- Edited and proofread a variety of marketing materials for clarity and coherence.
- Developed and implemented proofreading processes to enhance efficiency and accuracy.
- Checked and corrected grammatical and spelling errors in diverse documents.
- Upheld accuracy standards in a high-pressure environment, ensuring error-free deliverables even during peak workload periods.
- Improved document accuracy by meticulously proofreading and editing various types of content.
Admin Clerk/Teller/Data Capturer
NEDCOR
01.1996 - 01.2001
- Security Declaration Held
- Teller
- Treasury
- Reception
- Enquiries
- Switchboard (40 lines)
- Reconciling/Balancing Accounts
- ATM (Loading and Balancing)
- All Back-Office Duties, including
- - Daily Reports
- - Closing of Accounts
- - Debit Orders
- - Unpaid/Post-Dated Cheques
- - Bank’s Own Cheques
- - Inter Account Transfers
- - Signature Card Verifications
- - Reclassifications
- All Administrative Duties regarding Processing of Deposits, including:
- - Machine Operator
- - Preparation Clerk
- - Data Capturer
- Employment History prior to these periods will be supplied on demand.
- Certificates, etc will be supplied on demand.
Education
BInformation Science Degree -
UNISA
Internet Marketing - undefined
GetSmarter – UCT
01.2013
Short Programme - Conference & Events Management
Damelin
01.2013
International Computer Driving Licence (ICDL) - undefined
UNISA
01.2008
Executive Secretarial Training Course - undefined
Gallaghan Training
01.2001
Diploma - Personnel and Training Management
Damelin
01.1997
Diploma - Bookkeeping
Allenby-In-Home-Study
01.1997
High School - Afrikaans, English, German, History, Biology, Typing
Hoërskool Vorentoe
01.1981
Skills
Typing, 60 words per minute
Affiliations
Board Member for the East London Children’s Home from 1994 to 1996.
OTHER
- Proofreading course from Chapterhouse Publishing, UK
- ReQuest Interlending (interlending program that links libraries)
- Obtained Reiki Mastership after two years of studies in 2007 (ongoing continual education in Reiki – may also practice)
- Chaperone/Part-time Librarian at Gonubie Primary School from 1995 – 1996
- Proofreader and conceptual consultant for international author Richard Welwyn – on continuous basis
Timeline
Office Manager/Secretary
United States Agency for International Development (USAID)
07.2014 - 07.2025
Office Manager
LIASA (Library & Information Association of SA)
05.2010 - 12.2013
Circulation Desk Clerk
UNIVERSITY OF PRETORIA
08.2008 - 04.2010
Proofreader
JUNKMAIL
08.2007 - 08.2008
Product Management Assistant
SABINET
06.2002 - 04.2010
Admin Clerk/Teller/Data Capturer
NEDCOR
01.1996 - 01.2001
Internet Marketing - undefined
GetSmarter – UCT
Short Programme - Conference & Events Management
Damelin
International Computer Driving Licence (ICDL) - undefined
UNISA
Executive Secretarial Training Course - undefined
Gallaghan Training
Diploma - Personnel and Training Management
Damelin
Diploma - Bookkeeping
Allenby-In-Home-Study
High School - Afrikaans, English, German, History, Biology, Typing
Hoërskool Vorentoe
BInformation Science Degree -
UNISA