Administrative Assistant Manager
3 days ago
We are seeking a highly skilled and organized Administrative Assistant Manager to join our Infinite Group team. The successful candidate will be responsible for providing administrative support to senior management, managing various aspects of our business, and ensuring seamless execution of tasks and projects.
Key Responsibilities:
- Assist Senior Management: Provide administrative support to senior management, ensuring seamless execution of tasks and projects.
- Manage Sales Tax Invoices: Handle Sales Tax Invoices and Delivery Orders as required, maintaining accurate records and communicating effectively with customers and internal personnel.
- Customer Communication: Liaise with customers for follow-up on collection, payment status, and other matters, ensuring prompt resolution of issues.
- Debtor Invoice Distribution: Distribute approved debtor invoices, following up on acknowledged delivery orders with respective engineers.
- Customer Progressive Claims: Be responsible for managing customer progressive claims, resolving issues promptly and efficiently.
- Company Website Updates: Ensure the company website is up-to-date with the latest completed projects, maintaining a professional online presence.
- General Administrative Tasks: Perform general administrative duties including filing, photocopying, scanning, and uploading documents into the server and SQL system.
- ISO Documentation: Manage ISO documentation & administration, implementing and maintaining proper filing systems.
- Organizational Records: Manage organization records, implementing and maintaining a proper filing system, ensuring easy access to important documents.
- Data Analysis: Prepare data analysis for the project department every quarter, providing valuable insights for informed decision-making.
- Meetings & Communication: Communicate effectively with customers and internal personnel, conducting standard and ad-hoc weekly, monthly, and quarterly meetings for management.
- Debtors Monthly Statement: Prepare debtors monthly statement reconciliation, ensuring accuracy and transparency in financial reporting.
- Customer Payment Records: Update customer payment records into the SQL system, Budget Sheet, and Pending Job List, maintaining up-to-date records.
- Monthly Presentation: Prepare monthly presentation slides for meetings, presenting key findings and recommendations.
- Project Handover: Issue project handover certificates, marking the completion of projects and ensuring smooth transition.
- Sales Order & Forecast: Handle sales order & sales forecast meetings, collaborating with teams to achieve sales targets.
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