Yolanda Silver

Construction:

• Compile and issue subcontractor appointments according to QS instructions
• Manage returned documents
• Drafted, reviewed and revised contracts for accuracy and completeness.
• Compile and issue safety mandatory for subcontractors
• Developed and maintained a centralized contracts database for easy access and increased efficiency.
• Printing and compiling of safety files for projects
• Annual renewal of NHBRC and CIDC certifications
• Minutes of construction meetings
• Streamlined contract processes by implementing efficient documentation and tracking systems.

HR:

• Typing of new staff contracts
• Leave managing and capturing
• Assisting with annual BBBEE verification audit submission
• Assisting with compiling of information for annual EEA submission
• Assisting with skills development information for submissions

Buying:

• Obtaining quotations and issuing of orders for plant items, yard stock and office
• Assist accounts department with PO queries
• Completing of credit application forms for suppliers

Fleet:

• Managing and renewing of all vehicle licenses
• Managing and paying of fines on fleet vehicles
• Fleet tracking system management with 3rd party
• Fine management

Office management:

• Managing of cellphone contracts, upgrades, cancellations etc
• General office stationery and consumable orders
• Printer reading and maintenance management
• Managing of support staff and their requirements

Organizing:

• Monthly and annual function coordination
• Arranging venue, catering, invitations and set up for functions with final head counts
• Preparing awards, activities and programs

Personal Assistant:

• Assist with insurance claims
• Typing of letters and minutes
• Any personal requirements if and when needed

Personal Assistant:

• Diary management for CEO
• Travel and accommodation bookings
• Setting up meetings
• Minute taking
• Any other duties as instructed by CEO, COO and CFO

Organizing/ Conferencing:

• Arranging all conferences, office activities, training and year end functions.
• Preparing conference packs and board meeting packs
• Enhanced conference attendee experience by meticulously coordinating logistics and event schedules.
• Arranging all accommodation, travel and catering for conferences
• Worked closely with security personnel implementing safety protocols guaranteeing the well-being of all participants during conferences.
• Arranging of guest speakers when needed
• Created comprehensive post-event reports analyzing performance metrics leading towards continuous improvement strategies.
• Monitored post-event feedback from attendees to identify areas of improvement and implemented changes accordingly in future plans.
• Reduced costs by negotiating discounts with suppliers while maintaining quality standards in all aspects of the event planning process.

Accounting:

• Provided exceptional customer service to conference attendees, addressing inquiries promptly and efficiently.
• Perform accounting tasks, including invoicing

Recruitment:

• Manage recruitment mailbox
• Prepare documents for screening
• Recruitment data capturing and updating of in‑house system
• Setting up aptitude tests and interviews with candidates,
• Feedback to candidates/recruitment agencies

Business Opportunity research:

• Searching websites for relevant tenders
• Contacting potential clients and setting up meetings

Reception:

• Receive guests
• Answer calls
• Receive and send courier items and deliveries

Office Administration:

• Ordering groceries, stationary, office supplies
• Co‑ordination of repairs of office equipment
• Minutes of weekly meeting
• Conduct clerical duties i.e responding to emails, preparing documents and filing
• Archiving of documents
• Leave management

• Provided customer service when addressing client inquiries or concerns via phone calls or email correspondence.
• Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
• Served as a liaison between management and hospital staff members, facilitating open channels of communication to address concerns or issues promptly.
• Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
• Diary management for owner
• Obtaining of prices for quotation requests
• Compiling quotations
• Petty cash management and reconciling
• Liaise with Accountant regarding any accounting problems
• Preparing of documents for accountant
• Ensure filing system is maintained and up to date

Personal Assistant duties:

• Diary management for MD and consultants
• Run errands for MD (when required)
• Liaise and communicate on behalf of MD
• Book flights and accommodation
• Type all documents
• Support to consultants as requested (Cti support, completion of supplier forms and tenders, copy invoices and statements)

Office/ Administration:

• Open and close office
• Diarise all consultants appointments and interviews
• Screen calls and attend to telephonic enquiries
• Type all candidate CVs
• Load all new specs on relevant sites
• Request and administer all checks (Lexis Nexis)
• Supervise support staff (garden/cleaning)
• Liaise with other offices regarding office management
• Design admin filing system and ensure filing systems are maintained and up to date
• Plan and implement office systems, layout and equipment procurement
• Arrange catering and venues for office functions
• Pro-actively improve the office process
• Compile and maintain the company procedure and orientation manuals
• Make detailed arrangements for workshops and meetings

Event Management:

• Arranging of all company functions, conferences and annual anniversary functions
• Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
• Arranging accommodation, travel, entertainment, catering and general event planning of all functions
• Arranging and booking of guest speakers, conference weekends and activities for annual events
• Compiling of programs, material and all requirements for conference weekends

Facilities Management

• Co-ordinate maintenance, plumbing, office equipment and office requirement purchases
• Order office stationary, consumable and management thereof

IT/ Network Support:

• Provide IT support to all staff
• Set up computers and software
• Keep record of and updating/changing security passwords
• Set up new email accounts
• Ensure internet/ network access at all times
• Report any problem to service providers

Accounting:

• Load new clients on Pastel
• Prepare pro forma invoices on Pastel
• Load all payments
• Creditor's functions i.e. receiving invoices, making out payment requisitions and queries.
• Record keeping of all payments
• Petty cash management and reconciling
• Liaise with accountant regarding any accounting problems

Human Resources:

• Maintain employee records
• Manage and update company documents
• Update employee information
• Employee induction and orientation
• Manage attendance register
• Leave record management

Reception:

• Answering of calls (6 Incoming lines and 12 extensions)
• Taking messages
• Making appointments for consultants
• Receiving candidates
• Ensuring all relevant forms are completed
• Data capturing on Placement Partner

General:

• Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
• Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.

• Implemented new software tools for streamlined project management, increasing efficiency in task completion across teams.
• Facilitated smooth transitions during periods of organizational change by providing clear communication and support for affected staff members.
• Collaborated with cross-functional teams to address facility needs, fostering effective communication among staff members.
• Managed maintenance tasks for optimal building performance, ensuring timely completion of repairs and upgrades.
• Maintained accurate inventory records for equipment and supplies, ensuring adequate stock levels for seamless operations.
• Improved facility efficiency by implementing streamlined processes and procedures for daily operations.