Job Description

Secretarial Duties xe2x80xa2 Assists the Dealer Principal with daily tasks by proactively establishing their daily priorities and rendering the necessary support and follow up. xe2x80xa2 Types all letters, memos, reports, etc. xe2x80xa2 Develops and manages a filing system and files all documents in an orderly manner. xe2x80xa2 Collects and checks incoming and distributes outgoing mail. xe2x80xa2 Sends e-mails and general Company correspondence. xe2x80xa2 Attends to all incoming nonpriority calls, deals with them professionally and promptly and ensures that messages are distributed and tended to as speedily as possible. xe2x80xa2 Routes all outgoing calls as requested to the desired third party and follows up, as necessary. xe2x80xa2 Arranges air travel and booking of accommodation as and when required, locally and overseas. xe2x80xa2 Monitors movements of designated personnel during periods of absence from the office and ensures that he/she/they may be contacted with the minimum delay when required. 2. Confidential Communications xe2x80xa2 Maintains a high level of responsibility and integrity when dealing with matters of a confidential nature. xe2x80xa2 Maintains a watchful eye in the office environment, ensuring that no confidential documents are left unattended. 3. Reports and Documentation xe2x80xa2 Processes and generates accurate reports and other working documents necessary for effective management. xe2x80xa2 Assists with the compilation and recording of statistics for reports. xe2x80xa2 Identifies and develops effective management systems which will contribute to improved workload and time management. xe2x80xa2 Compiles Monthly Franchise Standards Audits xe2x80xa2 Completes Mascor Toyota Matrix reports. xe2x80xa2 Conducts audits as per Mascor Matrix requirements 4. Functions and Meetings xe2x80xa2 Organizes conference, meetings, and other Company functions i.e., Year End Function as required. xe2x80xa2 Takes minutes at meetings and distributes them as required. xe2x80xa2 Ensure agenda is printed and filed. xe2x80xa2 Ensure previous minutes are printed and filed 5. Customer Service xe2x80xa2 Creates a culture of superior customer service in his/her dealings with internal and external customers. xe2x80xa2 Fully co-operates with other departments within the Company in the execution of their duties. xe2x80xa2 Deals with customers and employees on various levels. xe2x80xa2 Customer follow up calls to ensure customer satisfaction. xe2x80xa2 Manage and maintain and report to Dealer principle on CE performance as per Matrix 6. Supervision of Staff xe2x80xa2 Supervises Office Cleaning Staff ensuring that Mascor Toyota facilities are well maintained and in good order and condition. xe2x80xa2 Supervision of Receptionist to ensure prompt and efficient service levels. 7. General xe2x80xa2 Assists with any other tasks when called upon to do so by the Dealer Principal. xe2x80xa2 Always acts responsibly and professionally, fostering goodwill and a positive image of the Company. xe2x80xa2 Management of facility maintenance requirements xe2x80x93 Includes building, fixtures, Yard, and gardens xe2x80xa2 Assist with audits on managers matrix. xe2x80xa2 Ensures that all Toyota franchise standards are maintained. xe2x80xa2 Management of training schedule for sales team and administrative staff. xe2x80xa2 Responsible for the management and ordering of Stationery and office teas and cleaning products
Education: Min: Matric with Ideal: Tertiary education with Secretarial qualification secretarial, business management and computer literacy training b. Training: Min: Interpersonal Skills Ideal: Interpersonal Computer Literacy Skills, Computer Literacy Public Relations KEY COMPETENCIES a. At least 3 yearsxe2x80x99 experience in administration b. Effective communication, customer service and relationship-building skills. c. Able to operate under pressure. d. Excellent skills in Microsoft 365: Outlook, Word, Excel e. Organization and time management skills f. Tact, discretion, and diplomacy skills g. Knowledge of the OHS Act

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