Plant Secretary at The South African Breweries (SAB)

Key Outputs and Responsibilities:
Front desk management

• Effective and timely handling of office visitors and maintain a register.
• Maintain good customer care/relationships between stakeholders and the Company.
• Call handling & screening.
• Manage access to the PM / HOD/Manager’s office (only authorized access/safe keeping of keys).
• Have digital savvy and skills for basic and advanced Microsoft and software

Secretarial Matters

• Prepare minutes for the PM / HOD/Manager
• Draft company memos and letters as directed/requested.
• Maintain efficient record keeping & filling system.
• Manage PM / HOD/manager’s Incoming & outgoing mail/messages.
• Keep a contacts database of key stakeholders.
• Ensuring office cleanliness / Housekeeping/ 5s

Administrative Services

• Efficient and proper handling of company visitors from abroad in matters relating to letters of invitation, travel (pickups & drop-off for airport & office) and accommodation bookings.
• Book, confirm & Process payments for PM / HOD/Manager & their families’ Air travel, Car hires, Hotel bookings, visa applications.
• Ensure consistent availability of office supplies (Stationery & refreshments)
• Arrange & book for meetings, conferences, Reviews – Dates; times and ensuring timely and appropriate facilities (venue) and refreshments. 
• Ensure all office equipment (e.g. printers, projectors) is in good working condition.
• Handle any department arrangements around Birthdays; Anniversaries; births; deaths.
• Manage PPE receipts and issuing.
• Filling & safe custody of company documents

Budgets & Spend Analysis

• Prepare and/or contribute to the preparation of the plant’s budget.
• Manage the departmental spend – ensuring costs are posted to the correct codes; handle postings in flow centric; raise GRNs, update Q-docs & follow-up on payments.
• Where required – prepare and present updates on PM’s departmental spend.
• Follow up and process all Housing bills [Rent, Electricity, Water, and Refuse].
• Process all outstanding accountabilities for the PM / HOD/Manager
• Where applicable process & ensure that all inter – company recharges are done.

Drivers & Vehicles

• Manage the departmental drivers (Goals, Schedules, CAP, Leave, Overtime)
• Process Drivers claims in system (carwash, transport refunds, lunch).
• Keep a log of all department/pool vehicle mileage and maintenance.

VPO

• Actively participate in driving VPO routines for the plant
• Support in compiling VPO reports & updates.

General

• Other duties as may be assigned from time to time.

Minimum Requirement: 

• A good degree from an accredited institution.
• Valid driving license is a bonus.
• General office skills practice, Secretarial and administrative practice.
• Trained in advanced computer applications (COSWIN, SYPRO, SAP, Flow centric).
• Minimum of 1year experience in a manufacturing environment
• Excellent Communication skills 
• Knowledge of problem solving and negotiation skills