Odean Ueckermann
Company Secretary
Broederstroom
Summary
As Company Secretary, I perform a senior governance and executive support role to the Board of Directors, ensuring full compliance with the Companies Act, the Memorandum of Incorporation (MOI), community scheme legislation and internal policies. I am responsible for the overall company secretariat function, statutory administration, board and committee support, and coordination between the Board, management, members and external stakeholders
Overview
24
24
years of professional experience
6
6
Certifications
Work History
Company Secretary
Pecanwood Estate Homeowners Association NPC
07.2016 - Current
- Company Secretary and Executive functions to the Board of Directors.
- Company Secretariat
- Guidance on legislative and Case Law matters to the Board of Directors.
- Ensuring that Governance protocols are always followed.
- Registering and deregistering of Directors on the Companies and Intellectual Property Commission (CIPC).
- Developing Annual Board Workplan.
- Maintenance of Risk Register.
- Maintenance of Contract Register.
- Registration of Defensive Name with CIPC.
- Trademarks.
- Assistance in Board Strategic Sessions.
- New Directors’ Inductions.
- Annual Meeting Calendar.
- Identify training requirements for inexperienced directors.
- Ensure Management act within the Delegation of Authority.
- Ensure all Company Policies are reviewed annually and enforced.
- Ensuring compliance with the company’s Memorandum of Incorporation and subsequent Company Policies and Procedures.
- Advise on constituted Meetings (Annual General Meetings/committee meetings).
- Ensure Good Governance within the company.
- Commissioner of Oath.
- Human Resource Management:
- Draft letters of Employment and Employment Contracts.
- Scheduling of Interviews.
- Gatekeeper of Employee Employment Files, KPI’s, Performance reviews.
- Maintains confidential staff information.
- Management of Staff Leave Schedule.
- Monthly submission of staff Payroll.
- Disciplinary Hearings.
- Accounting Department:
- Debtor’s meetings with Residents.
- Ensuring Memberships are invoiced.
- Ensuring Members receive their invoices & statements timeously.
- Debt Collection.
- Payroll information.
- Legal:
- Liaison between Companys’ Legal Counsel and Legal Committee
- Ensure that all required documentation is signed by me litigation matters.
- Obtaining all required documentation on behalf of our Legal Counsel from 3rd party Companies.
- Follow up with enquires and feedback needed by Legal Counsel.
- Drafting of Service Level Agreements & Rental Agreements.
- Manage all matters with regards to the Community Scheme Ombudsman Service (CSOS) in relation to disputes lodged.
- Enforcement Order Management (Magistrate Court and local sheriff’s office submissions).
- Complete Monthly Management Report for the Legal Portfolio for submission to Board of Directors.
- Customer Service:
- Ensuring quick and effective problem solving of all complaints received.
- Records are kept of complaints received.
- Escalate problems to relevant person(s)/ Departments.
- Management of Telecommunication Company and ensuring all telephones lines are operational.
- Management of Printer services.
- Reporting and Administration:
- Attends to and responds to all correspondence to and from homeowners, Council, Board of Directors as well as Service Providers.
- Drafting of Board of Directors & Executive Management communication to residents as well as Final screening of all communications released.
- Scheduling of Board of Directors and various Committee meetings:
- Board of Directors Meetings
- Departmental Portfolio Meetings
- Committee Meetings
- Compiling, printing, and delivering of Monthly Board Meetings and Committee Meeting Packs for Executive Management, Directors / Committee Members.
- Ensuring other Departmental Heads furnish their monthly Management Reports on time.
- Implement and maintain a filing / document management system for electronic and hard copy documents.
- File and retrieve corporate documents, records, and reports.
- Prepare responses to correspondence containing routine inquiries.
- Confirm all travel arrangements for Board of Directors and Executive Management.
- Scheduling Annual/ Quarterly and Ad-Hoc meetings, namely:
- Annual General Meetings
- Special General Meetings
- Chairman’s Breakfast
- Town Hall Meetings.
- Compilation and distribution of Agenda’s and minutes of such meetings.
- Conduct research, compile data, and prepare proposals for consideration and presentations by Directors.
- Assist with the insurance cover, and submission of claims.
- Assist with procedural documentation.
- Assistance with the answering and transferring of calls from the switchboard, when required.
- Effective message taking and delivery thereof.
- Screening of calls.
- Electronic Diary Management.
- Scheduling meeting arising from meetings held by the Board of Directors, Member/s, Executive Management and interested parties.
- Interaction and assistance with queries / requests from customers, Board of Directors; Management and Service Providers.
- Ensures the Company’s Records are maintained and updated on a continuous basis, in conjunction with or in the absence of the Customer Liaison Administrator.
- Informs relevant Departments of data / record changes.
- Amendment of Company Letterhead and distribution thereof.
- Petty Cash Management:
- Documents Expenditures
- Collect and retain receipts.
- Safeguards funds.
- Complete monthly recon.
- Gatekeeper of Company Bank Cards.
- Oversees cash withdrawals & purchases made on the Company Bank Cards.
- Casual payments.
- Reference/s: Mr. Francois Schoeman: Previous Chief Executive Officer: Cell: 082 326 4908
- Adv. Driver Ncongwane: Previous Legal Director: Cell: 083 377 7078
- Mrs Mags Myburgh: Previous Human Resource Director: cell:083 252 6696
National Network Secretary
National Chronic Solutions (Pty) LTD & Selective Product Impact (SPI)
11.2010 - 06.2016
- Secretarial Functions to the Managing Partner of SPI, the Marketing Department as well as classic Receptionist functions
- National Network Secretary:
- Managing of the Managing Partner’s appointments and diary.
- Managing of National Network Manager’s appointments & diary.
- Managing of National Consultants.
- Reporting of calls made per day per consultant.
- Minutes of weekly Sales Tele-Conference Calls.
- Confirming travel arrangements for SPI Managing Partner & National Networking Manager.
- Gatekeeper of Marketing Material & Register.
- Stock Take of Marketing Material.
- Reloading and Disseminating of QlickView System daily.
- Preparation of Quarterly Conference Material.
- Opening of Wholesaler Accounts & handling of related queries.
- Loading of Prescriptions onto Allegra System.
- Gatekeeper of courier parcels to be delivered /collected.
- Gatekeeper of Fax Campaigns sent to prospective clients & existing clients.
- Gatekeeper of NCS Contracts signed by new clients & capturing client’s details onto Master Data base.
- Sending Welcome letter and copy of signed contracts to all new clients.
- Dissemination of Monthly statement to clients.
- Reception:
- Classic Switchboard Functions.
- Receipt of deliveries.
- Reference: Mr. Marius du Piesanie: Managing Partner SPI: Cell: 071 683 1863
- Mr. Ben Claassen: Chief Executive Officer NCS: Cell: 082 411 7493
Creditors Clerk & Petty Cash Administrator
Sondela Nature Reserve
08.2008 - 10.2010
- Payments of all Creditors
- Payment of Creditors Accounts of Company
- Sub-Contractors
- Staff Wages
- Staff Loans
- Administrative Tasks:
- Data Capturing involves onto ACCPAC.
- Spreadsheets of Cheques given out and of payments made.
- Weekly & Monthly Reporting of Payments made to Financial Director of Company.
- Payment Batches captured on ACCPAC.
- Posting of Payment Batches to General Ledger.
- Controlling of Petty Cash.
- Ensuring of collection of Receipts of Petty Cash.
- Recon of Petty Cash Month end.
- Collection of other departments Petty Cash.
- Record keeping of Financial Statements.
- Assisting Auditors with queries and documentation when yearly Audit of the Company is done.
- Reference: Mrs. Elke Grobler: Financial Manager: Cell: 082 780 2089
Administrator & Call Centre Team Leader
Medipost Pharmacy
03.2006 - 07.2008
- Complete Liaison with Medical Authorization Company and Members.
- PA to Operational Manager:
- Managing of appointments and scheduling of diary.
- Liaise as contact between Operational Manager & Pharmaceutical Companies.
- Administrative Tasks:
- Emailing Clients with query-related updates.
- Handling Customer Queries and complaints.
- Processing of Prescriptions received via Fax/ Email.
- Handling queries via Telephone & Letters.
- Managing of GEMS admin Call Centre Team
- Half Days
- Leave Applications
- Production Stats
- Reference: Mr. Fanie Hendriksz: Operational Director: 082 898 6265
Customer Liaison
Dischem Pharmacy Montana
11.2005 - 02.2006
- One of Two In store Customer Liaisons
- Customer Consultant
- Switchboard
- Classic Front Shop Assistant duties
- Reference: Mrs. Simoné Van Rensburg: OTC Manager: 012 523 9120
Procurement Agent / Buyer
Van Heerden Pharmacy
01.2002 - 10.2005
- One of 3 buyers for all Wholesale Stock
- Wholesale Buyer
- Procurement of wholesale stock.
- Researching and ordering of new products.
- Ensuring Suppliers Accounts are kept in order w.r.t payments, credit notes, stock returns etc.
- Liaising with Pharmaceutical Representatives.
- Scheduling of Training for Pharmacy staff on selected products conduct by the Pharmaceutical Companies.
- Arranging of Promotions and Advertising.
- Negotiating Deals and Discounts with Pharmaceutical Representatives.
- Ensuring stock levels 13 of Pharmacy branches.
- Arranging of staff functions & company functions.
- Front Shop Assistant
- Client Liaison.
- Daily Cash Ups.
- Stock Control and stock take duties and responsibilities.
- Merchandising of Front Shop
- Stock Ordering at Branch Level.
- Reference: Mr. Fanie Hendriksz: Head Pharmacist: 082 898 6265
Education
National Diploma - Law
University of Johannesburg
Skills
I have taught myself on the following computer software
Microsoft Windows: Good Working Knowledge
Microsoft Office: Good Working Knowledge
Ulti-Sales POS: Good Working Knowledge
Internet Explorer: Good Working Knowledge
Order Wise: Stock Ordering System: Good Working Knowledge
Exprocure: Stock Ordering System: Good Working Knowledge
Caps System: Stock Ordering System: Good Working Knowledge
Unisolv: Stock Ordering and Customer Liaison System: Good Working Knowledge
Due diligence
Contract review
Company law expertise
Employee relations
Corporate governance
Legal compliance
Document management
Regulatory filings
Statutory registers maintenance
Stakeholder communication
Meeting management
Minute taking
Corporate secretarial practice
Internal controls
Board administration
Business ethics
Document processing
Document drafting
Meeting facilitation
Travel coordination
Calendar management
Transcription
Teamwork and collaboration
Problem-solving
Effective communication
Problem-solving aptitude
Meeting arrangements
Business administration
Filing and data archiving
Excellent communication
Meeting note taking
Adaptability
Relationship building
Interpersonal communication
Meeting participation
Analytical thinking
Professional networking
Documentation and control
Adaptability and flexibility
Microsoft office
Clear communication
Confidentiality and data protection
Document and file management
Customer service
Administrative procedures
Time management
Records management systems
Human resource laws
Administrative background
Organizing and categorizing data
Scheduling and calendar management
Report preparation
Dictation and transcription
Self motivation
Records management
Website updating
Paperwork drafting
Editing and proofreading
Administrative support
Meeting planning
Project planning
Presentation development
Invoice processing
Spreadsheet tracking
Office equipment operation
Recordkeeping
Document retrieval
Electronic records management
Excel spreadsheets
Employee communications
Scheduling
Business writing
Report generation
Travel planning
Workflow planning
Research and analytical skills
Document conversion
Schedule management
Database administration
Payroll administration
Certification
Msheq
Timeline
Company Secretary
Pecanwood Estate Homeowners Association NPC
07.2016 - Current
National Network Secretary
National Chronic Solutions (Pty) LTD & Selective Product Impact (SPI)
11.2010 - 06.2016
Creditors Clerk & Petty Cash Administrator
Sondela Nature Reserve
08.2008 - 10.2010
Administrator & Call Centre Team Leader
Medipost Pharmacy
03.2006 - 07.2008
Customer Liaison
Dischem Pharmacy Montana
11.2005 - 02.2006
Procurement Agent / Buyer
Van Heerden Pharmacy
01.2002 - 10.2005
National Diploma - Law
University of Johannesburg