Summary

Overview

Work History

Skills

Interests

PERSONAL DETAILS

EVALUATION CRITERIA QUALIFICATIONS

YEARS OF PROFESIONAL EXPERIENCE

Timeline

Malepanta Prescilla Morake

Receptionist /Personal Assistant

Tirong Estate,GP

Summary

Receptionist/ PA to CEO managing executive front-office operations, including switchboard support, visitor screening, and access control across multiple subsidiaries. Coordinates diary management, travel arrangements for 3–8 trips per month, correspondence, and briefing packs to keep the CEO prepared and appointments on schedule. Supports presentations, minutes, filing systems, and office records with consistent administrative follow-through.

Overview

Languages

years of professional experience

Work History

Office Administrator / PA to CEO

MSW Project Managers& Consulting Engineers

09.2016 - Current

Greeting and welcoming visitors, directing them to the correct person or office, and ensuring security procedures (like issuing badges) are followed.
Managing the switchboard for 4 subsidiaries and the front office
Maintaining a clean, tidy, and presentable reception area, and ensuring office supplies are stocked
Performing general clerical tasks such as filing, photocopying, faxing, and data entry.
Scheduling meetings, updating calendars, and arranging travel and accommodations for staff.
Maintaining up-to-date office records and databases.
Performing all secretarial administrative duties to the standards required ensuring operation of all activities.
Providing technical and administrative support to CEO's key projects.
Responsible for independently, or with limited guidance, prepare written response to incoming correspondence for CEO's.
Arrange travel arrangements as well as organizing meetings. .
Confirm arrangements for meetings and ensure the CEO's is briefed appropriately regarding the agenda for meetings, including sourcing background information from previous meetings.
Manage diary and schedule meetings and appointments
Be able to prepare presentations, filing, faxing and photo copying. Take dictation and minutes
General typing, formatting/editing of documents as well as structure agendas and take minutes at meetings with minimum guidance.
Dealing with incoming email, faxes and post.
Devise and maintain office filing system
Ordering stationery and distributing it as per request.
Arranging refreshment for the meetings and events.
Preparing the requisition of the CEO for Travel allowance.
Mcapitalinvest
Assisting the Managing Director and Providing administration and sales support to all staff of MCapitalinvest
Handling administrative tasks like answering the calls and scheduling meetings for MD
Typing weekly report if asked to do so by the MD filling and maintaining all company documents, Sales pipelines and tracker updates
Maintaining relationship with clients to ensure business continuity.
Multitasking and executing functions in three departments :
Membership department:
Schemes membership data capturing
sending membership data to the undewriter for screening
Receiving screening VOPD results and informing the clients of any invalid ID.
Installation department
Requesting all installation documents from clients and forwarding them to underwriter.
following up with the underwriter on the progress of the installations
Requesting policy documents from the underwriter on behalf of our clients
liaise with the underwriter and track progress of our schemes in terms of installations.
claims department:
should a claim arise, advise the clients about the required documents, verify them, and process them on their behalf,
following up with claims department until a claim has been paid.

Senior Receptionist/ Switchboard operator

JDG Financial Services

10.2008 - 08.2016

Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
Assists and Directs visitors upon arrival.
Maintains security by following procedures.
Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.
Maintains safe and clean reception area by complying with procedures, rules, and regulations.
Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
Answer phone calls, take messages, transfer calls to appropriate office personnel.
Prepare and manage correspondence, reports and documents.
Booking of Boardrooms for various meeting implement and Maintain office system
Maintain schedules and calendars for conference meetings
Handle incoming mail and send mails to designated personnel or customers
Set up work procedures
Communicate verbally and in writing to answer inquiries and provide information
Set up and maintain filling system
Updating telephone list and distribute to the branches, head of department and save it to RND folders.
Updating Asset register, enrolling new employee on the program me called telesa
Processing the purchase order for various occasion
Booking of flight for the executives
Reconciliation of credit card for the executives and capturing of the purchase sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail
Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
Operate a range of office machines such as photocopiers, computers and faxes
File papers and documents
Providing general administrative support to the HR dept., in recruitment.
Drafting memos, emails, etc. in response to queries, complaints and requests for assistance.
Assisting the HR Unit in updating and redrafting existing recruitment policies.. Performing routine clerical duties including the processing of mail, filing, photocopying, faxing, data entry, scheduling of meetings related to recruitment procedures..
Providing horizontal support to other staff members of the HR unit if needed.
Performing any other supporting tasks assigned by the hierarchical supervisor.
Arranging interviews – room booking; candidates; hiring managers.
Posting internal job adverts.
Responsibility for managing client and candidate feedback forms.
Prepare for interview such as: receive and screen resumes, make plan of interview, inform to candidates.
Input applicant’s information into HR database.

Project Administrator /Document controller

Siemens LTD

10.2006 - 10.2008

Answer phones and operate a switchboard.
Route calls to specific people.
Answer inquiries about company.
Greet visitors warmly and make sure they are comfortable.
Call persons waiting for visitor and book them a room to meet in.
Schedule meetings and conference rooms.
Make coffee and set out food.
Ensure reception area is tidy.
Coordinate mail flow in and out of office.
Coordinate office activities.
Handle phone calls from people calling in sick.
Perform administrative tasks, such as accepting orders, scheduling appointments or meeting rooms, or sending and receiving faxes.
Gather personal and insurance information.
Hand out employee applications
Arrange appointments.
Validate parking tickets
Give visitors badges and direct them to where they can sign in.
Issue parking passes.
Send email and faxes.
Collect and distribute parcels and other mail.
Perform basic bookkeeping, filing, and clerical duties.
Prepare travel vouchers.
Take and relay messages.
Update appointment calendars.
Schedule follow-up appointments.
Issuing of leave forms for staff and keeping the record of the same for payroll purpose.
Compiling all time sheet for staff, capture it and sent it to HR for payment
Requesting quotation and placing the order for the factory workers
Doing follow-up of the order, issuing invoices for payment.

Admin Assistant

Yutar Insurance Brokers

05.2006 - 10.2006

Operating the switchboard
Handling all the mails and distribute to the relevant department
Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
Capturing of the new leads and updating the spotlight
Preparing packs for the meeting e.g Life pack, and health pack
Doing follow-up for the application received, sending feedback to the client regarding the status of the application for different scheme eg. Sanlam, Old mutual, Discovery, Liberty
Scheduling appointment with client for blood test with the scheme
Following up for the unpaid debit order with the client on behalf of the scheme
Updating the client in formation of blue light
Managing the principal's electronic diary, and booking meetings
Managing and reviewing filing and office systems
Sourcing and ordering stationery and office equipment
Sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail
Operate a range of office machines such as photocopiers, computers and faxes
File papers and document

Switchboard Operator

Absa

04.2006 - 04.2006

Operating the switchboard
Checking the status of home loan application

Receptionist/ bookkeeper

New Creation Ministries

02.2005 - 04.2006

Writing requisition for Authorization
Writing and issuing of checks
Capturing, balancing and reconciliation of four books
Administration of petty cash
Analysis & writing of requisition for direct credit on bank statement
Doing banking of all the money collected.
Filling of Requisition and deposit slip.
Booking of accommodation for Conferences
Sending out invitation for Seminars.

Skills

Calendar & schedule coordination

Travel coordination

Document preparation & formatting

Records management

Office correspondence management

Reception management

Switchboard operation

Visitor management

Meeting coordination

Office supply management

Microsoft Excel

SharePoint

Microsoft PowerPoint