Executive Assistant / Marketing Coordinator / Customer Product Developer / SAP Accounting / Secretarial (Any Industry)

Executive Assistant reporting directly to the Managing Director

 ROLES & RESPONSIBILITIES 

• Daily, weekly, and monthly reporting on numbers (Production Team), whereby HOD’s had to send the information required for the MD which was added to Excel spreadsheet before submitting to him.
• Drafted, reviewed and sent communication on behalf of MD.
• Answered and responded to phone calls and communicated messages.
• Maintained various records and documents for MD.
• Assisted in travel arrangements for MD & co-ordination thereof.
• Assisted with travel arrangements for various staff members on regular basis.
• Arranged Guest House / Hotel Bookings for staff members.
• Arranged Car Rentals for MD and staff members on regular basis.
• Arranged Uber on daily basis to and from company for staff members that were from out of town.
• Arranged lunches for out of town and out of country staff members.
• Ensured that non-accounts paperwork was always submitted on time for payment.
• MD and staff members were always informed at all times on the flights, car rentals and Guest House bookings.
• Organised and prepared for meetings.
•  Arranged various company functions (Heritage Day, Xmas Function, etc.)
• Arranged Christmas Hampers for Production Staff of 340 (Packed, sealed and distributed these)
• Daily administration tasks.

 OTHER RESPONSIBILITIES        

• Provided extensive support to various departments in Production and Sales departments.

• Supported Account Manager and Scent Design Manager
• Provided support to clients within Greater Africa region
• Marketing

KEY RESPONSIBILITIES

WEST, CENTRAL AFRICA CPD SUPPORT

• Country Commercial Director South & East Africa- Fragrances
• GA Commercial Manager| Fragrance
• Scent Design Manager
• Account Manager

• In absence (traveling) of Account Manager (AM), Country Commercial Director, SDM, full support was given on all requests and administrative tasks for their Customers.
• Managed sales and  customers  - Provided full backup to account manager and / or sales Director when they were travelling into the different regions, taking full ownership of the commercial role to support total scope of customer’s enquiries, customer orders, customer projects, internally generated projects linked to the region and regional clients and provided rapid feedback to clients with full record keeping of all communications and feedback, providing the sales director and /or account manager with information as requested on a daily basis.
• Updated and maintained pricing and price lists in SAP, updated Customer data in SAP / ZCUSN.
• Sampling: loading, following up and provision within the target service level guidelines of sample materials with prices (via pricing officer in approved IFF templates) to requestor.
• Projects/Opportunities: the loading, maintenance and day to day management with the C&A and AE roles of all projects/sample requests in Mona Lisa

MEETINGS

a) Weekly project meetings were held to discuss projects in the pipeline

b) Monthly fragrance meetings was also called by Country Commercial Director

• Customer Service – Liaised with CSD and following-up on open orders and communicated to the Customers and AE on status. Managed relationships between Sales and CSD to improve services levels to the customers. Ensured all export documentation related issues / challenges / queries from CSD were managed and communicated effectively to impacted parties e.g. clients, agents etc.
• Trouble Shooting – managed customer complaints on Logistical and Quality situations and provided feedback to the customers from CSD and QC, while keeping account and sales manager informed of outcomes.

SOUTH AFRICA CPD ROLE SUPPORT

• Account Manager
• Scent Design Manager

• In absence (travelling) of Account Manager (AM), full support was given on all requests and administrative tasks.
• Provided support service to the AE when in office
• Co-ordinated customer visits / workshops
• Sample requests and subsequent pricing letters

ADMINISTRATIVE ROLE

• Loaded quotes and updated missing entries in Sapphire (Unilever)
• Updated and maintained all SAP and H-drive pricing information (including ZCUSN links), and ensured that the system was accurate.
• Custodian and maintenance of price list file, requested that AE provide signed copies of SAP price lists for reference. Worked with Fragrance Manager South Africa in this regard (quarterly).
• Custodian and maintenance of stock holding agreements, prepared stock holding agreements which was updated with AE and customer (Annually).
• Assisted in the co-ordination of communications between the Customer and IFF departments.
• SFT forecasting support was done on a monthly basis
• Supported Fragrance Manager South Africa with compiling monthly BW fragrance reports.
• Managed the new wins and losses data input and sharing (quarterly) on template provided.
• Co-ordinated meetings, taking and distribution of minutes and agendas.
• Organized both local and overseas customer visits to IFF, including meals, agendas, etc. (but not including travel arrangements)
• Set-up general correspondence in conjunction with management e.g. December factory closures, price increases, etc.

OTHER RESPONSIBILITIES 

• Provided support to clients with regards to order queries and feedback by directing client order enquiries to customer service.
• Supported Sales Manager Africa on specific tasks from time to time; this included sales data, preparation for African sales trips, etc.
• During budget time (approx. September/October each year) CPD assisted with budget figures and spreadsheets as required.

• Created and updated new customer accounts

MARKETING

• Marketing information – sourced information (Euromonitor, GNPD, ODS, Internet, MarketSnIFFers and Affiliates) and disseminating to AE’s and customers on a monthly/quarterly basis
• Market product – purchased and shared with all in Department
• New market sample date recording and managing of market sample room on Excel spreadsheet.
• New win market sample date, country, IPC recording on Excel spreadsheet.
• New South African launches, purchased sample, presented to team, prepared documents for evaluation and took photos (monthly).

Had a good working knowledge of SAP / Mona Lisa / IFFMAN / Puma

Excellent Computer, Language and Admin Skills

• Co-ordinating the typesetting and proofreading of brochures as directed by Marketing (Local and International)
• To facilitate the marketing and promotional environment for all business units of Nulandis.
• Co-ordination and finalisation of all promotional items and other point of sale items.
• Co-ordinating and standardising of all Business Unit presentations in consultation with Marketing and Sales.
• Compilation of informative literature for farmers days/customer training sessions.
• Advertisement schedule – co-ordination of the publishing of the adverts/articles in various journals, magazines, newsletters, etc.
• Creation of requisitions on Syspro
• Maintaining and updating of Marketing budget on a monthly basis
• Maintaining website
• Ad hoc duties as requested by Senior Management

• Provided CPD support for IFF clients outside of South Africa in the SSA region, Flavors Export Manager in Sub Sahara and West Africa, as well as provided CPD support for Sub Saharan and West African Agents and Distributors.
• Initial point of contact for clients: Maintained professional attitude and courtesy when
• dealing with clients/agents/distributors as the IFF Isando key initial contact point.
• Managed sales and customers - Provided full backup to Export Manager and / or Sales Manager when they travelled into the region, taking full ownership of the commercial role to support total scope of customer’s enquiries, customer orders, customer projects, internally generated projects linked to the region and regional clients and provided rapid feedback to clients with full record keeping of all communications and feedback, provided the Export Manager and /or Sales Manager with information as requested on a daily basis.
• Pricing: loading, updating and maintenance of the prices in SAP.
• Sampling: loading, followed up and provision within the target service level guidelines of sample materials with prices (via pricing officer in approved IFF templates) to requestor.
• Projects/Opportunities: the loading, maintenance and day to day management with
• the C&A and BDM roles of all projects/sample requests in IFFman.
• Projects/Opportunities follow up: liaised with customers as needed and directed,
• followed up on projects/samples requests until final status (win/loss) was obtained and advised Export Manager and / or Sales Managers accordingly.
• Documentation: provided clients, agents and distributors with IFF documentation as
• requested. Included but not limited to halaal, kosher, specifications, technical data sheets, material safety data, application formulations, and technical data. Had 100% responsibility of managing this administrative task on behalf of Export Manager, expectation was that management were only used as support or guidance, but tasks were completed by CPD.
• Meetings: attended a) daily morning open project meetings to discuss new projects b) monthly flavor meetings were called by Sales Manager c) weekly Friday export feedback teleconference / discussion meeting with Export Manager and / or Sales Manager.
• Customer Service – Liaised with CSD and followed up on open orders and communicated to the Customers and AE on status. Managde relationship between Sales and CSD to improve service levels to the customers. Ensured all export documentation related issues / challenges /queries from CSD were managed and communicated effectively to impacted parties, e.g. clients, agents etc.
• Trouble Shooting – managed customer complaints on Logistical and Quality situations and provided feedback to the customer from CSD and QC, while keeping Export Manager informed of outcomes.
• Requirements on daily basis:
• SAP, IFFMan and Microsoft Word
• Solid, hardworking, and highly competent, capable & dealt with people
• Hardworking, used initiative to get the work done
• Worked under pressure
• Loyal, reliable, learn and grow

• Capturing of Certificates on our website
• Capturing Factory batch cards (both Carboline and Prostruct)
• Capturing RTS Batch Cards
• Capturing Branches Batch Cards
• Capturing special certificates
• Squish packs
• Zinc Dust
• ETCH Primer(EP10)
• Carboclean 250
• Capturing Factory Batch cards on Excel(Both Carboline and Prostruct)
• Updating Raw material register
• Updating Monthly new Codes Spread sheet
• Updating Formulations updates spread sheet
• Updating Standard stock code spread sheet
• Updating New colour code for Prostuct sheet(Hard copy)
• Filling factrory batch cards(both Carboline and Prostruct)
• Filling RTS Batch Cards
• Scanning Raw materials COA
• Receiving retained samples
• Signing Lab file
• Storing retained samples
• Updating spread sheet for retained samples & certificates on website
• Creating new raw material codes
• Blocking Raw material
• Checkinng all forms
• Updating SG,Price,Minimum stock
• Calculating Costs
• Creating new formulation
• Maintaining Material
• Balancing Formula size
• Theoretical SG
• Activating formulation
• Maintaining Routing Operations
• Calculating Standard cost price
• Adding QC Information
• Printing Bach Card & What if costing
• Adding new instructions
• Existing Formulation
• Creating new raw material code
• Adding Composition
• Updating SG
• Creating new formulation
• Adding Composition
• Adding Instruction memo
• Factory batch cards (Carboline and Prostruct)
• RTS Batch cards(Get batch cards from Raymond/RTS)
• Branches Batch cards
• Capturing Factory Batch Cards on Excel (Both Carboline & Prostruct)
• Updating Raw Material register (All Raw materials must be on Excel spreadsheet)

• Learning and Development Administrator
• Customer Services

• Statistics were captured on Microsoft Dynamics on stock that was delivered to restaurants
• Returns were cleared and printed on a daily basis
• Minutes completed on previous week's stock movement which was then mailed to the applicable candidates
• Return Certificates were captured and ensured the RC's  that came through to my email or from others, were captured as well.
• Credits on return certificates were checked on a daily basis and closed off once they were approved by appropriate managers.
• Assisted restaurants with queries
• Microsoft Dynamics GP – Accounting Package
• Chain Logistics – Accounting Package (coincided with MS Dynamics GP)
• Easy Ordering System for McDonald’s
• Client queries / Customer Services
• Arrange re-deliveries
• Change Expected Delivery Dates on system
• Communicate all delivery delays to all Customers
• Daily Log & Communicate all returns to all Principals & log authorisation numbers
• Communicate all related incidents, including Hijack or Accidents to all parties & log all details, request orders to be reinstated and arrange alternative delivery day with Customer
• Log & communicate special, add on, collections requests with Operations & feedback to Principals
• Identify problem areas, and liaise with management 
• Confirm with customers if delivery received

• Answering calls and receive visitors
• Answer the telephone professionally and direct calls to the correct individual
• Take accurate messages and ensure that these are relayed to the correct person
• Receive visitors and answer less complex queries, escalating these to the right individual they cannot be dealt with immediately
• Customer service
• Provide effective and professional service to clients, meet customer expectations in terms of quality and timelines in line with company standards
• Deal with customer queries in a professional manner, ensuring accurate information at all times
• Take telephonic orders from customers and capture these on the relevant system (AccPac – Extensive)
• System administration (AccPac – Extensive)
• Check stock availability in line with customer orders and as requested by management and customers
• Ensure that all orders received are captured in the relevant system ensuring correct pricing is loaded 
• Ensure that all delivery notes are captured and recorded for invoicing
• General administration
• Create, maintain and update an efficient filing system
• Prepare waybills and commercial invoices for couriers and international deliveries
• Print labels for repacks and prepare and distribute documentation as required by management
• Control petty cash and ensure monthly reconciliation is completed
• Perform monthly banking for COD orders
• Personal filing for owner / director of company
• All other general administrative functions as required from time to time, e.g. faxing, scanning, scheduling appointments, etc.
• Excellent client service orientation and good interpersonal and communication skills
• A calm attitude with a professional approach
• Assertive, polite and friendly
• Ability to multi-task

2013-08 - Current - Temp positions for Unique Personnel

Internal Sales
Receptionist
Admin Assistant

• Capture invoices on SAP

• Control of QA/QC Documentation 
• Project specific Maintenance & continual improvement of QA/ISO documentation 
• Work In Progress documentation
• Compile & maintain Data Packs (QCP's) 
• Weekly updates of Work In Progress schedules 
• Project planning & updates thereof 
• Control of internal & external transmittals, NCR's, Inspection Reports, etc.
• Scheduling of client meetings / appointments 
• General work related to the overall Project Management documentation

• Reception (very busy switchboard)
• Administration
• MS Word (Letters, etc.)
• MS Excel (Job Cards, Quotes, etc.)
• Daily client liaison
• MS Outlook
• Calling stockists where prices, etc. is concerned.

NDT Request & Reports

• NDT Request was sent to respective companies.
• Request was noted onto Request Register in file & PC with request number.
• When a report was received, report number was noted next to that specific request & then report had to be signed & filed in file for that job.

Inspection Requests & Reports

• Inspection requests to respective company was sent to different recipients (group created on E-mail) & then noted in Inspection Register file. Inspection requests for other jobs were done the same way - but only sent to client for that job.
• After inspections from jobs, inspection reports were given; this report was sent to different recipients (group created on e-mail) & was then filed after sending. Report from other inspectors for other jobs were only sent via e-mail if requested by various manager(s) or client & then filed afterwards.
• All inspection reports received for ANY job were saved / dumped onto VAULT.
• Project specific Maintenance & continual improvement of QA/ISO documentation 

Requesting Orders

• NDT orders – When respective companies send an invoice/daily worksheet, it was first compared to NDT Request on register & if it corresponded, then order was created on Prodat.
• Any other order could only be generated once a pro-forma invoice or quote had been received from supplier.
• Once order had been approved, the order was printed & signed by respective manager before sending to supplier. Once signed, a copy of order with invoice/quote was sent to financial department. Order was also sent to supplier.
• Order number was written in register & was also captured onto PC.
• NCR’S
• NCR’s were noted in NCR file & was given an NCR number.
• Once NCR had number, it was then sent to whom the NCR had been allocated to.
• NCR was then captured onto Prodat (Quality Control).
• It was then filed & upon receiving it back from who it was allocated to, it was given a closed out date as per respective manager on register in NCR file.

Revising Drawings

• Revised drawings were received from Technical Department. Once received, old drawings were revised & replaced by new drawings. Drawing register was also revised.
• A copy of the new register had to be placed in QC Inspectors tray.
• Respective company’s electronic copies of drawings available on My Documents, was also replaced with new revised drawings.
• Drawings that got revised were sent electronically by Technical Department as well so that a set could be printed for each Inspector & QAM.
• QAM’s file had to be updated regularly & the inspector’s drawings were given to them to revise their own file. All new revised drawings were accompanied by a drawing register. Inspectors had to sign for their drawings, which was stamped with each individual’s stamp.

Delivery Notes & Transmittals

• Respective company’s delivery notes had to be accompanied by a preservation form which one completed & sent to respective person. Once received back from respective company, QC or QAM also had to sign this form - the delivery note was copied. With original delivery note on top of documents, this was handed to inspectors / QC.
• Company’s copy was filed in master file for that unit.
• Any other delivery note had to have correct information on. Delivery note number was recorded onto file for which note was written out to.
• Copy of any transmittal was filed in transmittal file.
• If delivery note/transmittal got cancelled for what ever reason, the green & pink copy was handed to reception. Cancelled delivery note had to be stamped with cancellation stamp.
• Respective company deliveries: packing list c/w a delivery schedule was sent when components were due for delivery. Any info needed for delivery was available on the packing list.

Hydro Reports

• Was captured onto Hydro form format on QAM’s documents & was printed & filed into file for that job.
• Hydro report file had to be handed back to me by the inspectors after hydro.

DFT’s

• DFT’s recorded by the inspectors were captured onto DFT format on QAM’s documents.
• It was then printed & filed in correct file.
• Originals were filed in master file for that unit.

Nestings

• Nestings were captured correctly onto summary sheet & filed afterwards in correct unit file.
• Nestings received for any other job were only filed & not captured.

Databooks

• Were compiled according to index, which was available on QAM’s docs.
• Any as built drawings, weld maps, dumpy sizes, etc. created by inspectors were given to me by hand & were then recorded in register in order to avoid confusion when compiling data books.

Inspection Books & Tape Issue Resiters

• Inspection book had to be recorded onto register as well as any tape that was issued to any worker on workshop floor. Stores normally contacted me & requested a tape number which could be found in register.

Inspection Slips & Bar Charts

• Inspection slips were captured daily & bar charts were handed to WS Manger & QAM on a weekly basis. A monthly bar chart was also handed to them with the total amounts.
• Inspection slips were then filed in correct files.

Documents Received From Stores

• Consumable certificates were filed in consumables file.
• Material certificates were filed in respective files.

Documents

• Registers were available on My Documents under QC Docs.
• Indexes & WPS’s were under QAM’s Excel files – QCP’s
• Labels were found under My Documents – QC Docs – Various files.
• Preservation forms – Under QAM’s word files – respective company’s deliveries.
• Hydro forms – Under QAM’s Excel docs

Vault

• Dumping of all documentation onto Vault (Drawings / Certificates / etc.)

Equipment Orders & Sales

• Assisted with all aspects relating to equipment order sales administration
• Liaised with vendors regarding the logistics related to the placement of an order, ensuring that the necessary administrative requirements were fulfilled
• Assisted with regular follow ups on the status of orders (confirmations, shipping details, etc.) by liaising with the supplier & / or forwarding agents, ensuring that the necessary details & documentation were communicated to the Order Processing Administrator
• Assisted with confirming the necessary details regarding the status of orders
• Assisted with control & follow up with equipment on loan, ensuring that the database was updated & that all relevant documents had been completed in accordance with Company Procedures
• Assisted with ensuring smooth flow of paperwork between sales & service divisions

Administration & Control

• Assisted with all aspects relating to equipment order sales administration
• Assisted with maintaining an updated & easy reference filing system of all documentation & files created within my area of responsibility
• Maintained & controlled the central filing system, ensuring that all orders that have been placed as well as closed orders were updated in said system
• Assisted with maintaining & controlling a master list of reference numbers iro all filing systems within the sales department, in accordance with company policies & procedures
• Assisted with maintaining & controlling the ordering of product brochures for the sales department ensuring an adequate supply was readily available
• Assisted Sales Team in compiling quotations, ensuring all internal files were kept up to date
• Projected a good image, this being efficient, courteous, helpful & professional appearance
• Dealt with customers, suppliers & forwarding agents in an efficient, prompt & courteous manner; ensuring maximum satisfaction

Travel Arrangements

• Liaised with travel agents & obtained best possible fares & rates for travel & accommodation
• Flight Arrangements
• Accommodation Arrangements
• Transport Arrangements
• Visa Arrangements
• Foreign Exchange Arrangements
• Knowledge of available accommodation
• Internal communication with regards to confirmed travel arrangements via e-mail
• Diners Club Reconciliations
• Reconciliations of monthly Diners Club statements
• Allocation of charges to appropriate departments
• Communication with travel agency & Diners Club accounts departments
• Ensuring that all departmental lists balance with statement
• Submitting balanced & correctly allocated lists to Accounts department
• Obtaining approval from departmental heads

General

• Assisted with communication from forwarding agents regarding equipment exports, ensuring that all documentation was prepared for consignments
• Carried out any other job related duties or such functions that were to the benefit of the Company from time to time
• Attended any training as arranged by the Company from time to time

• Accommodation
• Conferencing
• Weddings
• Functions (Company & Birthdays)
• Shuttle service from Airport to Guesthouse & vice versa
• Liaising with clients on a regular basis
• Promoted Guesthouse to external companies
• Logging of raw product complaints and credits

• Handling of MD’s diary at all times (Palmtop)
• Handling of all calls (in & outgoing)
• Typing of all correspondence
• Typing of Contracts (Employment)
• Distribution of all documentation
• Filing – Tidy File System, which I instituted
• Forecasting & Verifications of products, calculations of formulations, which was then added onto a different schedule (MS Project)

• Reported to 2 Directors (Owners)
• Dealt with customer queries
• Faxing
• General typing duties – confidential, minutes of meetings, quotations – limited duration, contracts as well as permanent contracts for employment
• Liaised with customers & branches on a daily basis
• Filing of documentation
• Screening of all calls
• Ensured that phones were answered timeously & messages forwarded to the relevant parties via e-mail
• Electronic diary management for the Branch Directors
• Ordering of stationery for Head Office
• Running of statements for 4 branches
• Assisted Marketing Manager with all related duties
• Running of invoices on a daily basis
• Reconciliation of statements
• Recording & updating of personnel files
• Liaised with Head Office & branches regarding invoices and statements
• Submitting of Actual versus Monthly performance of the branches & consolidated groups
• Writing up of Cash Book
• Responsible for the control of blank cheques, returned cheques & invoicing versus payment control to ensure all precautions were taken against possible fraud
• Verified the correctness & balancing of the General Ledger
• Responsible for the generating of the Budget based on input received as well as the manipulation of figures in conjunction with Directors & General Managers to ensure Budgets were properly set out
• Responsible for the statistical & other financial reports that were required
• Electronic transfers
• Salaries & Wages
• Deductions & transfers of all UIF, PAYE, Skills Development, Levies & VAT
• Implemented systems & procedures
• Trouble shooting
• Worked closely with Branch Bookkeepers

• Bookkeeping up to Trial Balance
• Creditors & Debtors
• Telephonic collections
• Client liaison
• Account reconciliations
• Compiling of company presentations
• Monthly returns
• Typing of professional CV’s
• Photo enlargements
• Graphic designing
• Salaries & Wages
• General typing duties
• General office administration

• Reported to CEO & National Sales Director
• Typed & compiled all presentations
• Designed all spreadsheets
• Typing of Budgets & German correspondence for CEO
• Attended with Directors all Budget meetings, etc.
• Handled all in & outgoing mail for Directors
• Organised & hosted functions, venues & parties
• Liaised with clients
• Arranged flight & hotel bookings for Directors
• Maintained personal filing for CEO (Accounts, M/A, etc.)
• Trained employees on Windows 95

• Answering switchboard
• Taking messages & distribution thereof
• Dealt with customer queries on a regular basis
• Faxing
• General typing duties, confidential, minutes of meetings, quotations, etc.
• Liaised with customers
• Filing of documentation
• General office duties
• Screening of calls
• Diary management for Branch Director
• Various adhoc duties
• Handled all outgoing mail
• Registered & distributed cheques
• Ordered all company stationery
• Handled all advertising & promotional materials, which included ordering & distribution thereof

• Reported to MD
• Data capturing of deliveries & sequences
• General typing duties
• Handled national & international faxes
• Liased with clients
• Assisted with relief sales & telesales