Plennegy Vacancies 2022 Apply For Mascor: Administrative Specialist Jobs In Greytown, KwaZulu-Natal

Mascor is a Company consisting of franchised Automotive, agricultural mechanisation and fuel. With more than 50 years in the industry, we offer prestige brands such as John Deere, Toyota and Waratah while our highly skilled staff provides professional and high-quality service and standards of workmanship.

Mascor is currently looking for an Administrative Specialist to give maximum support to the Dealer Principal in dealing with all the day-to-day activities at management level to achieve the Company’s objectives.

 

Secretarial Duties

• Assists the Dealer Principal with daily tasks by proactively establishing their daily priorities and rendering the necessary support and follow-up.

• Types all letters, memos, reports, etc.

• Develops and manages a filing system and files all documents in an orderly manner.

• Collects and checks incoming and distributes outgoing mail.

• Sends e-mails and general Company correspondence.

• 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.

• Routes all outgoing calls as requested to the desired third party and follows up, as necessary.

• Arranges air travel and booking of accommodation as and when required, locally and overseas.

• 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

• Maintains a high level of responsibility and integrity when dealing with matters of a confidential nature.

• Maintains a watchful eye in the office environment, ensuring that no confidential documents are left unattended.

 

3. Reports and Documentation

• Processes and generates accurate reports and other working documents necessary for effective management.

• Assists with the compilation and recording of statistics for reports.

• Identifies and develops effective management systems which will contribute to improved workload and time management.

• Compiles Monthly Franchise Standards Audits

• Completes Mascor Toyota Matrix reports.

• Conducts audits as per Mascor Matrix requirements

 

4. Functions and Meetings

• Organizes conferences, meetings, and other Company functions i.e., Year-End Function as required.

• Takes minutes at meetings and distributes them as required.

• Ensure the agenda is printed and filed.

• Ensure previous minutes are printed and filed

 

5. Customer Service

• Creates a culture of superior customer service in his/her dealings with internal and external customers.

• Fully co-operates with other departments within the Company in the execution of their duties.

• Deals with customers and employees on various levels.

• Customer follow up calls to ensure customer satisfaction.

• Manage and maintain and report to Dealer principle on CE performance as per Matrix

 

6. Supervision of Staff

• Supervises Office Cleaning Staff ensuring that Mascor Toyota facilities are well maintained and in good order and condition.

• Supervision of Receptionist to ensure prompt and efficient service levels.

 

7. General

• Assists with any other tasks when called upon to do so by the Dealer Principal.

• Always acts responsibly and professionally, fostering goodwill and a positive image of the Company.

• Management of facility maintenance requirements – Includes building, fixtures, Yard, and gardens

• Assist with audits on managers matrix.

• Ensures that all Toyota franchise standards are maintained.

• Management of training schedule for sales team and administrative staff.

• Responsible for the management and ordering of Stationery and office teas and cleaning products

Requirements:

Min: Matric

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 years’ 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