Summary
Overview
Work History
Education
Skills
Accomplishments
Certification
Timeline
Hi, I’m

MAGDA STAHL

Executive Personal Assistant
119 Van Buuren Road, Bedfordview
MAGDA STAHL

Summary

Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy.

Overview

21
years of professional experience
2
Certifications

Work History

SMART UMA, Maryke Janse van Vuuren
Three Rivers

Accounts Administration
11.2008 - 05.2009

Job overview

  • Follow up on monthly creditors invoices for payment
  • Posting of invoices weekly (Debtors)
  • Prepare purchase orders after receipt and approval of purchase requisition on pastel
  • Send proof of payment after payment has been released to Standard Bank
  • Assist with auditing invoices loaded for payment
  • Enter Smart's pty bank statement into the pastel journal monthly and ensure that it balances
  • Compare the invoice received from panel beaters with authorization received from the claim's department before preparing the invoice for Payment
  • Keep track of office spending and supplies
  • Change the status of claims paid on the claim’s system to settle
  • Prepare an Excel worksheet monthly to request accurate account top-ups from Hollard
  • Report To: Corrie Ferreira

Receptionist

Job overview

  • Duties
  • Responsible for collecting outstanding debts from customers and meeting collection targets
  • Prepare garnishee orders for tracers to take out for clients to sign
  • Take cash payments at the office and provide the client with a receipt and allocate the receipt to the invoice
  • Update the file status on the provided Excel sheet
  • Upon receipt of the file, you need to contact the last known employers and family members provided on the received credit application
  • Identify slow-moving files or clients that are not traceable
  • Responsible for Petty cash Float of R 2,000.00 per month
  • Ensure that the office is always clean and tidy
  • Responsible to arrange refreshments as and when needed
  • Prepare petty cash reconciliation and slips monthly and return them to Head Office and request a top-up
  • Book files out to tracers and provide them with clients' addresses and prepared legal garnishee orders ready for the client’s signature
  • Book files back after the tracer returns
  • Check if all the necessary information has been completed and signed
  • Contact the Courier Company and arrange that garnishee orders get returned to Head Office weekly.

Sales Consultant
09.2006

Job overview

  • Receive leads every morning to contact clients to renew lapsed cover
  • Cold call clients to sell a Smart cover
  • Report day-end on sales, clients you could not reach, and clients that did not want to renew cover.

Claims Consultant
02.2007

Job overview

  • The period in Position: 3 Years, Smart administrates claims on behalf of our business partners
  • The policy covers private vehicles against cosmetic damages namely minor scratches, dents, and chips
  • Incoming call center
  • Capture claims telephonically with clients
  • Confirm clients’ details, and description of damages according to the claims script provided
  • Provide the client with a computer-generated claim number and the procedure they need to follow to get the claim approved
  • Attach received quotations and visuals to clients' claims
  • Confirm if the client's policy is active at the time the damages occurred
  • Determine if the client's quotes and visuals fall within the scope of cover and make necessary comments within the claim
  • Change the claim status to pending the manager’s decision
  • Upon return of the client's file inform the client if the claim has been approved or rejected
  • In case of approval inform the client telephonically and forward the approval to the panel beaters close file
  • In case of rejection inform the client telephonically and refer the client to the policy terms and conditions
  • Appoint an assessor on claims you cannot make an informed decision on and inform the client of the assessor
  • Follow up on outstanding claims and send clients a friendly reminder of outstanding information
  • All calls are recorded for quality and KPI purposes
  • Inform the client of their rights to raise any concerns with the Short-Term Insurance Ombudsman should they not be satisfied with the outcome of a claim and provide them with the necessary contact details
  • Smart UK's claims department is based in South Africa
  • The clients are based in the United Kingdom
  • Capture claims telephonically with clients
  • Confirm the client's details and description of damages according to the claims script provided
  • Request visuals of cosmetic damages
  • Confirm if the client's policy is active at the time the damage occurred
  • Attached are the received visuals to the client's claim
  • Forward received visuals to SHINE and confirm if the damage is a mobile repair and falls within the terms and conditions of the policy
  • In case of authorization contact the client telephonically and inform them of the authorization and if the policy has an excess payable
  • Forward authorization to SHINE the mobile repair company in the UK
  • Department: Sales
  • Report To: Riaan Meyer

Stallion Security Properties (Pty) LTD

Logistic Manager
07.2019 - Current

Job overview

  • Admin – Fling
  • Sage Evolution - Purchase Order (Pre-Printed, Stationary, etc.)
  • Asset register (Easy Roster)
  • Vehicle Tracking (Geotab) - Daily
  • Fines (Payment & Redirection)
  • Equipment –Site & Office - Sending Radio for repairs, Etc
  • Uniform Pay queries
  • Site start-up boxes
  • Monthly Stock take (Pre-Printed & small items like torches, batt, etc)
  • Vehicle Services
  • Insurance Claims (Vehicles), Accident meetings, and Capture of accident documents on a spreadsheet
  • Invoices (uniform) - Ensure all uniform invoices are received as per schedule
  • The capture of uniform invoices on Easy Roster- Checking CTC or CTG
  • Panic (clients)
  • Firearm certificates – filling
  • Firearm Refresher
  • Budget Control
  • Cell phone Invoice and top-up requirements
  • Insurance Claims
  • Cell phone – Get loan forms for the relevant overspending
  • Client Quotes (Equipment)
  • A daily capture of km and petrol slips
  • Pull invoices for uniform pay queries - Doing uniform pay queries
  • Archiving (All departments in Properties) - Capturing information of archiving contents on a spreadsheet
  • Capturing fines on a spreadsheet
  • Supervisor/ops assistance is needed in the storeroom
  • Monthly site stationary packing of boxes to send to sites
  • A daily capture of Pre-printed stock for the record
  • Monitor drivers driving and issue necessary warnings in line with company policies.

Elgaru Property Management (Pty) Ltd
Midrand

Executive Personal Assistant & Estate Manager
04.2021 - 05.2023

Job overview

  • Manage CEO Calender
  • Responsible for recording, typing, and distributing all the minutes of the Residents Association monthly meetings
  • Responsible for ordering office stationery and printing supplies
  • Chairperson for the Social Committee
  • Responsible for daily Management of Estate
  • Overseeing that services providers onsite adhere to the SLA
  • Manage Resident's queries and complaints daily
  • Issue penalties and warning to residents that do not adhere to Estates Conduct Rules
  • Responsible for setting up AGM venues, materials, and minutes and organising Board packs
  • Responsible for requesting and issuing Insurance Certificates on Bond Registrations
  • Manage insurance claims for the Elgaru @ Waterfall
  • Ensuring new development phases are added and insurance schedules are current and sufficient coverage is in place
  • Responsible for ensuring the 10-year maintenance plan is current and obtaining quotes for scheduled repairs
  • Responsible for collecting Laundry Money from Estate and depositing it monthly
  • Responsible for holding Trustees meeting monthly and submitting my Estate Management report weekly
  • Responsible for all communication with Members of the Body Corporate and residents
  • Responsible for advertising and getting tenants for rental units at Ellipse Waterfall
  • This includes showing units
  • Submit and prepare suppliers' monthly payment schedules
  • Submit credit card recon
  • Assist CEO with personal matters on an ADHOC basis.

Stallion Security Properties (Pty) LTD

Logistic Manager
07.2019 - 04.2021

Job overview

  • Create Purchase Orders and ensure accurate submission of Tax invoices for monthly processing with the finance department
  • Responsible for Properties Company Vehicles: Booking Services, Maintenance, Fuel, and Repairs
  • Responsible for Accident Reviews
  • Issue warning for bad driving to ensure that driver’s license and PDP are valid
  • Responsible for Ordering uniform for guards and ensuring uniform is returned when guards leave the company employment
  • Responsible for strict budget control over all Logistic issues in Properties
  • Ensure equipment is on-site and in working condition
  • Report all faults with Panics or faults on site and ensure necessary repairs and maintenance are done
  • Responsible for and manage Properties Petty Cash
  • Manage and control Properties of Cell phone contracts monthly for sites
  • Order and control all Properties Stationary requests and stock control
  • Responsible to ensure firearm licenses are up to date for the Properties division and files are updated
  • Adhoc Admin Duties.

Stallion Security (Pty) LTD, Easy Roster

Senior Administrator
09.2018 - 05.2019

Job overview

  • Create Purchase Orders
  • Check monthly invoices are done and correctly invoiced with Department Managers
  • Submit Learner's monthly time-sheets to Government Funding for Learners Stipend
  • Prepare Pay Summary for Learners and check deductions and hours are correctly allocated
  • Post Learner's attendance to Easy Roster System
  • Check Learner's attendance daily and do necessary follow-up procedures or start the absconsion process
  • All Adhoc Administrators' duties
  • Prepare site -start-up files for new sites with the necessary equipment
  • Check Sales Analysis monthly
  • Load new employees to Easy Roster
  • Prepare monthly wage summary for submission to Finance for monthly payment
  • Responsible for editing monthly internal company newspaper.

Fullserve Services (Pty) Ltd, Managers, Pty, Rivers Edge
Three Rivers

PA
04.2017 - 03.2018

Job overview

  • Diary Coordination and Management: CEO and Director (work and private)
  • E-mail Management: Manage the CEO's e-mail
  • (Reading, replying, and distribution)
  • Responsible for all secretarial duties relating to the CEO's Athletic Running Club
  • Responsible for ensuring that the Head of the Department provides weekly updates on all projects currently assigned to them within their business unit on the company Project Management System namely, Dapulse
  • Prepare and submit your project updates on Dapulse promptly
  • Complete weekly feedback and updates on the company Reporting System namely, Weekdone
  • Responsible for minute-taking and distribution of necessary documentation on Strategy Sessions, Objective Key Results Quarterly Reviews, Budgets, monthly Operations meetings, and monthly Finance meetings
  • Responsible for setting up individual catch-up weekly sessions for the CEO with all the Head of Department and ensuring they are completing tasks and projects assigned to them by the CEO
  • Responsible for sourcing quotes and appropriate venues for conferences and other functions, as and when required (including managing the FNB Stadium Suite Rental)
  • Responsible for all business and private travel arrangements of the CEO and the Director (including both local and international travel)
  • Responsible for the CEO's private and work-related schedules (including after-hours and weekend management, be it work related or private)
  • Responsible for managing the CEO's family affairs (including managing his family member's time and schedules)
  • Manage the Receptionist and the Office Cleaners, (including leave approval, job descriptions, and schedules and applying necessary correctional measures as and when required)
  • Responsible for hosting the CEO's clients during meetings and after hours as and when required (including catering needs)
  • Responsible for strict time management for the CEO
  • Update the CEO on an hourly basis of appointments including private time management
  • Manage office stationery and office consumables (refreshments and cleaning materials)
  • Responsible for assisting in monitoring the CEO's health by ensuring he eats at regular intervals and takes the necessary supplements as and when prescribed
  • Responsible for drawing up the employment contracts for the CEO's domestic workers, tutor, and au-pair
  • Responsible for obtaining the CEO's approval on projects and other matters on behalf of all other Heads of Department
  • Gatekeeper to the CEO as he has multiple business interests, and has limited time
  • I need to use my discretion to determine if a meeting is warranted
  • Manage the Heads of Department leave on behalf of the CEO
  • Manage all incoming e-mail tenders by ensuring immediate distribution takes place to the correct Head of Department
  • Responsible for managing my own company's credit card management and the reconciliation thereof
  • Responsible for server key control
  • Attend to other ad hoc projects assigned (as and when required)
  • Small Area Repair Technology Underwriting, ) Ltd t/a Smart UMA 86

PA To Office of CEO

PA To COO/ Director, PA To HR Manager
09.2006 - 02.2017

Job overview

  • Act as "gatekeeper" for management when scheduling/diarizing meetings, appointments, and key events
  • Liaison with internal and external work partners
  • Effectively communicate and follow up on urgent matters
  • Handle confidential issues
  • Record and compile minutes of internal and external meetings including Management Meetings, Disciplinary Hearings, and Board Meetings
  • Type documents, reports, and correspondence
  • Complete and distribute forms/documents by company procedures
  • Update and maintain mailing & contact lists within the company
  • Conduct searches to find needed information using the internet
  • Ensure general office maintenance including office equipment
  • Perform work-related errands as requested such as going to the bank for the petty cash cheque
  • Fax, scan, copy, and file important company documents
  • Assist with ad hoc projects and tasks as instructed
  • Maintain and update employee files for the Human Resources Manager
  • Coordinate and maintain staff administrative records such as company vehicles, tools of trade, uniforms, and equipment
  • Coordinate employee training schedule and keep training registers and submit to the Insurance Institute of South Africa (IISA) for any CPD points
  • Provide critical support to executives and operations managers
  • Prepare itineraries and travel arrangements locally and internationally including visa arrangements
  • Prepare agendas for all internal meetings or training sessions
  • Prepare company-owned credit card reconciliation and expense claim forms
  • Designed Excel spreadsheets, tables, graphs, and PowerPoint presentations as requested
  • Responsible for ordering Telkom Share Call numbers when a new product is sold and activated within a given time
  • Facilitating information flow between different departments
  • Answering and screening phone calls, taking detailed messages, or assisting when possible
  • Responsible for the planning, organizing, booking, and hosting our end of year function for staff and external business partners
  • Responsible to ensure that all company vehicles and car licenses are renewed on time
  • Responsible for payment release on a claims payment account and requesting a top-up on the account to maintain the account float above R 500,000.00 (500k) monthly
  • Prepare PowerPoint presentations for new product training which is used in the broker market
  • Maintain filing system both electronically and manually for all Service Level Agreements (SLAs), Cooperation Agreements, and Intermediary Binders for easy retrieval as and when required
  • Completed Smart & Streamline's first BEE Audit preparation for 2016 while the Human Resource Manager was on maternity leave
  • I was responsible for collecting and providing all procurement spent for BEE certificates of all our suppliers and over 680-panel beaters countrywide that Smart has paid in the last 12 months
  • I also prepared the employment equity report for the past financial year for the agency appointed to complete our BEE audit
  • I was tasked to assist with the Health and Safety Plan for our office as we did not have one in place while our Human Resource Manager was on maternity leave
  • They did not appoint a temporary person or assistant during this period, and I had to take responsibility with the Junior Finance Manager to handle all her duties for 3 months
  • I had to identify personnel for the necessary training
  • I acted as the Invigilator during the Human Resources Manager’s maternity leave for all employees writing their FAIS compulsory exams
  • Responsible for creating and updating the company’s organogram on Microsoft Vision 2010
  • Responsible for taking dictated process flows from the department managers and preparing them visually for implementation
  • Responsible for updating Adhoc Risk Register and General Risk Register as dictated verbally by the department managers
  • Tasked with completing and collecting all required information for scheduled Audits and ensuring that managers provided required information within a set time
  • Responsible for typing company manuals and procedures
  • Create templates as and when requested
  • (Claim forms, fax, petty cash, expense form, and leave forms)
  • Responsible for reporting all insurance-related claims that may arise from the company-owned vehicles or buildings within Smart & Streamline
  • Assist Streamline with Customer-after-sales -services satisfaction follow-up calls daily and provide Streamline with feedback
  • When required act as a relief switchboard operator
  • Responsible for ordering, updating, or canceling Standard Bank Fleet petrol cards and eTags
  • Complaints that escalate to the director's level are always transferred to me telephonically
  • I have developed interpersonal skills by using tact, patience, and courtesy
  • I will take the complaint on behalf of the CEO and assure the client of our commitment to our clients and ensure that the complaint is addressed immediately
  • I will then forward the complaint to the relevant manager to sort out and revert to me to inform the client of the outcome be it positive or negative I ensure that it's done professionally even if the client is upset and verbally express their frustration
  • Responsible for always booking and managing all 3 boardrooms
  • Ensure the privately-owned property is being looked after by the agent and tenants
  • Ensure that the rental agreement is signed
  • Responsible to ensure that staff receives their service awards yearly
  • I am responsible for ordering their gifts and preparing their certificates
  • Assist with Guest Notification forms that need to be completed and sent in advance for their property in KZN
  • Assisted with importing UK mobile units for training purposes on carnets to South Africa by researching procedures and legal assistance from Freight companies
  • Greeting and receiving all corporate business partners and offering them refreshments and making sure that they are set up in the boardroom, with the necessary technical support should they require it for a meeting or a presentation
  • Responsible for all travel arrangements for the Sales Team and the rest of the MotoVantage team
  • Recently appointed as a member of the Social and Ethics Committee within the MotoVantage group.

Gerhard van der Merwe Attorneys t/a Fermar (Pty) Ltd

Debt Collection Administrator
07.2005 - 08.2006

Truworths Store
Three Rivers

Beauty Advisor
02.2003 - 06.2005

Job overview

  • Responsible for selling Esteè Lauder cosmetics, skincare products, and fragrances to customers in-store
  • Bookkeeping daily of sales or returns accepted and credit notes issued
  • Ordering of stock monthly
  • Responsible for cleaning counters and products daily
  • Responsible for displays according to set provided layouts
  • Brand ambassador by wearing the fully provided uniform and only wearing Esteè Lauder products during working hours
  • Walking in-store and asking clients if you can interest them in a free sample or makeover session by introducing the products
  • Free makeup sessions for Brides and Matric Farewells
  • Offered product knowledge, makeup application, and beauty advice to customers
  • Extensive product knowledge by attending ongoing workshops and new product launches
  • Had to reach monthly sales targets and was awarded incentives in the form of free products up to the value of R 3,000.00 (3k) every 3rd month
  • Responsible for identifying and building relationships with clients to contact them in advance if their products are almost finished
  • Contact existing clients and inform them when specials will be available on their favorite products
  • Responsible for unpacking and scanning in all received stock and pricing them accurately
  • Ensure that all products were tagged as a security measure
  • Stock count twice a week
  • Warnings were signed if you had products that were unaccounted for in the department
  • Assist clients promptly and keep a watchful eye on them
  • Responsible for ringing up clients' purchases and receiving cash, credit card, or store card as method-of-payment
  • Responsible for cashing up your daily cash and ensuring your balance and then dropping your cash and float daily
  • Had to ensure that you regularly make cash drops in the safety deposit bank box in case of possible robberies.

Education

Hoërskool Vereeniging

Degree

Damelin Vaal Campus

Grade 12
01.2002 - 05.2002

University Overview

A8013302090102 Certificate Number, 6008 4652 X, Afrikaans English Business Economics Typing Home Economics Computer Studies

Certificate in Business Management & Computing Skills Certificate Number: FY78462003

Skills

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Accomplishments

  • Personal Information 2. Objective and Skills 3. Education 4. Work Experience 5. Other Qualifications 6. Training Attended 7. Achievements 8. Projects 9. Memberships, Magda SURNAME: Stahl MAIDEN NAME: Roos IDENTITY NUMBER: 8207140274088 HOME ADDRESS: Unit 112, Van Buuren Estate, 109 van Buuren Road, Bedfordview, 2007 DRIVERS LICENSE: EB40330002, 5. OTHER QUALIFICATIONS:
  • Qualification: FAIS 1,2,3 6. TRAINING ATTENDED:
  • SMART Minutes Taking Workshop October 2015 (Mind Power Training)
  • SMART TCF (Treating Clients Fairly) November 2015
  • SMART Anti-Money Laundering AML Moodle Online Training 22 February 2017
  • FULLSERVE QMS Awareness Training
  • ELGARU Minute Taking Workshop & Report Writing (June 2022)
  • ELGARU The Personal Assistants ‘Forum (4 & 5 August 2022) 7. ACHIEVEMENTS:
  • SMART 10-Year Services Achievement Award
  • SMART Member of the Social & Ethics Committee 8. PROJECTS:
  • Arranging and coordinating the Santa Shoe Box project from 2013 to 2016
  • Responsible for arranging all Team Building activities including the venue, menu, and transport arrangements
  • Host all baby showers, farewells, and kitchen teas, as a surprise for staff
  • Order flowers and arrange delivery for all employee’s birthdays or funerals of immediate family members
  • 9. MEMBERSHIP:
  • OPSA The Association for Office Professionals of South Africa
  • Certificate Number: OPSA4596 Valid till August 2022

Certification

MARITAL STATUS: Married (17 February 2007)

Timeline

Executive Personal Assistant & Estate Manager

Elgaru Property Management (Pty) Ltd
04.2021 - 05.2023

Logistic Manager

Stallion Security Properties (Pty) LTD
07.2019 - Current

Logistic Manager

Stallion Security Properties (Pty) LTD
07.2019 - 04.2021

Senior Administrator

Stallion Security (Pty) LTD, Easy Roster
09.2018 - 05.2019

PA

Fullserve Services (Pty) Ltd, Managers, Pty, Rivers Edge
04.2017 - 03.2018

Accounts Administration

SMART UMA, Maryke Janse van Vuuren
11.2008 - 05.2009

Claims Consultant

02.2007

Sales Consultant

09.2006

PA To COO/ Director, PA To HR Manager

PA To Office of CEO
09.2006 - 02.2017

Debt Collection Administrator

Gerhard van der Merwe Attorneys t/a Fermar (Pty) Ltd
07.2005 - 08.2006

Beauty Advisor

Truworths Store
02.2003 - 06.2005

Damelin Vaal Campus

Grade 12
01.2002 - 05.2002

Receptionist

Hoërskool Vereeniging

Degree
05.2001

Certificate in Business Management & Computing Skills Certificate Number: FY78462003

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MAGDA STAHLExecutive Personal Assistant