Ann Swann Personnel Services: Admin office

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  • Post published:Apr 30, 2021
  • Post category:Jobs
Ann Swann Personnel – Temporary and Permanent Staffing Solutions

The ideal candidate for this large logistics company will have at least 3 years’ experience in switchboard, front line / reception management and general administration. A matric or equivalent qualification, computer literacy as well as professional communication and presentation skills are essential. Requirements:

  • Must have Matric or equivalent qualification
  • 3 years related reception and administration experience essential.
  • Computer literate – working on MS Outlook Calendar and MS Office
  • Must be well spoken with good communication skills
  • Well dressed – neat and presentable

Duties and Responsibilities

  • Switchboard
  • Be polite at all times
  • Transfer calls correctly
  • Ensure the switchboard is attended at all times – manage relief person
  • Take messages accurately
  • Ensure that messages are attended to timeously
  • Turn nigh bell on and off
  • Ensure that the lines are all working/no dead lines


  • Keep a register on MS Outlook Calendar of all bookings made for the board room
  • Provide Management with the Boardroom Schedule for daily bookings
  • Manage top management diaries
  • Greet visitors politely
  • Attend to the Visitor – offer tea/coffee. show to the boardroom and inform respective staff member of visitors’ arrival
  • Ensure that Reception area is neat and tidy and clean at all time
  • Open the Board room and front door prior to 8 am in the morning, switch on lights and open blinds
  • Lock again at 5 pm, switch off lights and close blinds


  • Sorting of Client invoices
  • Scanning of Invoices to Clients – ensure to scan clearly, straight and sent to the correct person     Typing out POD”s list for invoices to be hand delivered
  • Arranging with Operations department to hand deliver PODS
  • Making sure that all invoices have been delivered
  • Arranging courier bags
  • Original Statements to be sent to correct Clients
  • Ensuring all prior months invoices have been sent to the clients by no later 7 working days into the new month
  • Assist in splitting of invoices 


  • Keep register of all PEE on hand
  • Issue Drivers with new PEE
  • Monthly stock take of PEE – last week of every month
  • Monthly Recon to be done of stock on hand at the beginning of month, less stock issued plus stock purchased to balance back to closing stock on hand at the end of the month
  • Assist Filing Clerk with monthly trip sheet filing
  • Assist HR with WCA procedure (Ensuring staff ID copies are updated and WCI2 forms are available in case of any emergency.

Closing date: 21/05/2021