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
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