Mwaaira Malgas

End to End administrative Function for Managing Director

• Travel Needs (Accommodation, Transfers, Flights, Travel Invitation Letters)
• Visa Applications
• Diary management
• Submit Expense claims to finance
• Structure and follow up on meetings

Team Support (PEM Travel)

• Manage Travel Bookings (Accommodation, Transfers, Flights, Travel Invitation Letters)
• Visa Applications
• Track Travel & Entertainment Spend
• Coordinate meetings distribute pre-reads and book rooms accurately and timeously
• All concur expenses must be processed in time to ensure that no cards are blocked Coordinate meetings
• Distribute pre-reads and book rooms accurately and timeously
• Raise Purchase orders
• Other admin duties requested from time to time
• Send out internal communication to the team
• Organizing team events/farewells/birthday activities (SA team mainly)
• Arrange team conference
• All travel bookings must be done in time (For MD and team), Track T&E spend and raise any concerns and breaches with MD

Roles and Responsibilities:

1. MAINTENANCE

● Preventative maintenance respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.

● Follow up on maintenance schedules in accordance with SLA’s of all services and vendors.

● Assists the Facility Manager on day-to-day operations

● Maintains department inventory to ensure adequate supply of parts/stock and ensuring efficient use of resources.

● Ensure that all the office supplies are updated

2. FINANCE

● Observing the budgets of each department for Johannesburg and Durban

● Create Purchase Requisitions (PR) on for the clients monthly billing against correct expense codes and ensure accuracy against the monthly client billing

● Making sure Billing Report of the client (Diageo) is done in time and correctly.

● Manage admin team with monthly client billing, SLA reports and Billing Schedule

● Assisting suppliers with payment queries

● Follow up on monthly payments for suppliers and receipt invoices for accounts Payable

● Prepare and code invoices for facility manager’s approval

● Submitting Tsebo Facilities solutions Invoices to the client for payment

● Submitting accruals to finance on a monthly basis

3. VENDOR AND CUSTOMER RELATIONSHIP MANAGEMENT

● Act as liaison in communications between Asset Management and, staff, vendors, etc.

● Responsible for ensuring timely completion of special projects as assigned by department leadership

● Source alternative suppliers to minimize costs

4. OFFICE SUPPORT

● Foreseeing that all health and safety documents are updated

● Assist admin team with duties various duties

Contracts assisted On

ABSA Bank – assisting finance team with creditors functions

● Assisting on the ABSA contract with uploading invoices on INFOR to AX system for payment.

● Requesting outstanding invoices from suppliers

● Compiling AX report to ensure all invoices are submitted on time for payment

ABB

● Helpdesk operator

● Cleaning up and closing work orders still active on INFOR system from 2018 to date

● Ensuring the all purchase orders are receipted from 2018 to date

● Assisting on capturing invoices

Mercedes- Benz South Africa

● Help Desk operator

● Work order management to avoid any out of SLA’s( Service Level Agreements)

● Creating purchase orders for maintenance team for procurement purposes

PROCUREMENT,

• Keeping a guard on all the office supplies and replenishing inventory,

FINANCE

• Submitting monthly invoices for payment before cut-off date of the 20th Monthly
• Assists management and staff with operational reporting, budgeting, financial systems and purchasing as necessary
• Requesting invoices and statement timeously from suppliers
• Requesting quotes from suppliers monthly
• Assisting suppliers for payment queries
• Goods receipt invoices for Accounts Payable
• Submitting Tsebo Facilities solutions Invoices to the client for payment
• Follow up on monthly payments for suppliers
• Making sure all files are updated with monthly invoices

PROCUREMENT

• Request quotes for office supplies,
• Communicate with suppliers for payment queries,

CUSTOMER SERVICE

• Log calls on the Tsebo Facilities Help desk
• Monitor performance from work orders as per Service level agreements
• Answer calls promptly and efficiently
• Ensure that clients are attended to and that staff members are notified

MEETINGS MANAGEMENT

• Manage and books of meeting rooms for Elandsfontein, BRP and Imperial Staff
• Arrange refreshments for meetings
• Provide stationery to staff on request

OFFICE SUPPORT

• Record all incoming and outgoing mail
• Arrange inbound and outbound mail services
• Keeping reception area neat and clean at all times