Mabalane - PA - Waverley, Johannesburg, GP, South Africa

Kgomotso Mabalane

Waverley, Johannesburg, GP, South Africa

Summary

I’m a professional, articulate and stunningly presented candidate who has years of experience: I’m currently working as assistance Administrator and Document controller at Engineering Company. I started as a data capture for 2 years. I have 2 years working experience as receptionist and switchboard Operator, 2 years for debt collection. Now have 7 years’ experience as an Executive PA / Sec working for a CEO, CFO Director, GM and Project managers, Councilor and his advisor.

• Subjects passed for matric: Setwsana, English, Afrikaans, Supervision, Orientation, Planning and Geography.
• Skills: Secretarial Diploma
• Software Packages: Ms Outlook, Ms Office Suite, IPASDM, Visio & Adobe, Lotus notes
Acrobat and Ms Picture Manager, ProjectWise, 4Projects and Tial the underwriter for claims and administration platform, Ms Access ( to generate document no’s)
• Attributes: good work ethic, interpersonal skill, flexible, resourceful, & able
to multi task, organizes and priorities
• Flexibility: Have been through various company changes and thrive on changes and new challenges. Adapt easily to new situations, demands and conditions.
• Action Orientation: Make decisions, take initiative and have high sense of urgency. Take pride in being efficient
• Have SA driver’s license and own car.

Services

PA

  • Full time
  • Part time
  • One time
  • Contract
  • Temp

Work History

Project Administrator, Document Controller, Project Secretary

Mott Macdonald SA

From September 2012

Responsibly: 1. Administration
• Arranging travel for the team local and international
• Organizing meeting, workshop & coordinating (within our offices & external conferences centres
• Typing of documents & correspondence
• Uploading & bulk loading of documents on P: drive to MIMI DM folders
• Ensuring correct distribution of corresponding (including minutes, reports) to clients, external parties & project participants
• Filing hard copy and electronically as required
• Assisting in the compiling of the monthly report
• Comparing electronic & hard copy documents & tracking any missing
• Archiving as per regional procedure, creating hard copy if necessary
• Keep record of all telephonic contacts for the department
• Responsible for housekeeping duties: stationery, IT Equipments
• Obtaining all the invoices and arranging payment through team claims of expenses and team assets register
Proposal / Tender Administration
• Assistance in compiling Proposals/Tenders and ensure that all generic data is compiled
• Assist in the administration of tender processes
• Manage the invoicing process until collection or payment which includes:
o Liaising with creditors
o Capturing approved creditor invoices
o Reconcile creditor accounts for payment and month-end procedures
• Create purchase requisitions and purchase orders
Responsibly: 2. Document Controller
• Ensure that all documentation/information, both technical and non-technical, generated on a project is managed properly in terms of identification, registration, approval, distribution and filing.
• Provide expert input to the project manager on the documentation requirements and deliverables for the project.
• Liaise with the Engineering Co-ordinator/Manager to ensure that documentation requirements are fulfilled.
• Regular interaction with clients to ensure a professional service is delivered.
• Regular interaction with contractors/vendors to ensure that all contractual requirements are being met for the delivery and...

Engineer Co-coordinator

Lesley Martin

January 2012 - February 2012

Lynda wright: 011 566 8300 / 082 487 4018 (Project Services Coordinator)
: Hughes Le Roux: +27 (0)83 642 3562 (Document Control Manager)
2. Employer: Merafe Resources
Duration: Jan 10 2012 29 Feb 2012
Position: Office Support (Assisting in the following PA, reception and driving)
Receptionist: Working on a switchboard of 14 extension
• Providing day-to-day support to the office
• Ensure visitors are received in a professional and friendly manner and their needs are addressed. Maintain a high level of etiquette and dress code
• Exercise control over and maintaining of office cleaning activities/schedule of cleaning staff as well as staff responsible for preparing and serving of refreshments
• Messages are to be accurately taken down and forwarded to relevant people
• Mail postage
• Screening telephone calls, enquiries and requests
• Setting up appointments/meetings
• Ordering and monitoring of stationery and refreshments
• Organizing meeting, workshop & coordinating (within our Offices & External conferences centres

PA Duties: Co-ordinate and manage meetings by ensuring meeting requests are
Correct, up to date and time is optimised. Use discretion to prioritise meeting requests.
• Ensure diary is realistic and manageable
• Draft responses to letters, email requests and memos on behalf of the managers
• Prepare and request meeting agendas for all meetings with the managers
• Schedule all CEO travel arrangements
• Maintain filing system both electronically and manually Assist with the preparation and distribution of board packs
• Keep record of all telephonic contacts for the department
• Responsible for stationery, IT Equipment's, obtaining all the invoices and arranging payment

Reference: Ami Mahendraneth 011 783 4780 / 082 820 8909
: Charlotte Mapitsa 011 783 4780 / 0799206422

Floor manager

Miss Salon London

October 2011 - December 2011

Receptionist: Providing day-to-day support to the shop and Co-ordinate
• Ensure visitors are received in a professional and friendly manner and their needs are addressed. Maintain a high level of etiquette and dress code
• Exercise control over and maintaining of office cleaning activities/schedule of cleaning staff as well as staff responsible for preparing and serving of refreshments
• Messages are to be accurately taken down and forwarded to relevant people
• Mail postage
• Setting up appointments, ensure diary is realistic and manageable
• Stationery Order
• Ordering and monitoring of stationery and refreshments
• Handling petty cash
• Keep record of all telephonic contacts, obtaining all the invoices and arranging payment expenses

Reference: Ego 071 819 7436 / 087 940 3910: Linda 082 861 4811 /087 940 3910

Pinion Insurance Broker

July 2010 - October 2011

(Contract)
Position: PA and Receptionist (PA to Head of Insurance and three managers)
Receptionist: Working on a switchboard of 30 to 350 extension
• Providing day-to-day support to the office
• Ensure visitors are received in a professional and friendly manner and their needs are addressed. Maintain a high level of etiquette and dress code
• Exercise control over and maintaining of office cleaning, activities/schedule of cleaning staff as well as staff responsible for preparing and serving of refreshments
• Messages are to be accurately taken down and forwarded to relevant people
• Responsible for mail postage
• Screening telephone calls, enquiries and requests
• Setting up appointments/meetings
• Ordering and monitoring of stationery and refreshments
• Organizing meeting, workshop & coordinating (within our Offices & External conferences centres

PA Duties: Co-ordinate and manage meetings by ensuring meeting requests are
Correct, up to date and time is optimised. Use discretion to prioritise meeting requests.
• Ensure diary is realistic and manageable
• Draft responses to letters, email requests and memos on behalf of the managers
• Prepare and request meeting agendas for all meetings with the managers
• Schedule all CEO travel arrangements
• Maintain filing system both electronically and manually
• Assist with the preparation and distribution of board packs
• Keep record of all telephonic contacts for the department
• Responsible for stationery, IT Equipments, obtaining all the • invoices and arranging payment through Aon and Pinion claims of expenses

Reference: Eunice Garner 011 944 7691 / 083256 9574: Sven Weltman 011 944 7691: Linda Wagenaar 0832848110

Executive PA to Councillor and his advisor

Independent Communication Authority of South Africa

May 2010 - June 2010

Duration: 03 May 2010 to June 2010 (Contract)
Position: Executive PA to Councillor and his advisor
• Manage the diaries (outlook calendar) for the team for & arranging travel
• Organizing meeting, workshop & coordinating (within our offices &external conferences centres
• Typing of documents & correspondence filing hard copy as required i.e. wet signature and assisting in the compiling of the monthly report
• Keep record of all telephonic contacts for the department responsible
• Responsible for housekeeping duties for stationery, IT Equipment's,
• Obtaining all invoices, claims of expenses and arranging payment and team asset register


6. Employer: Icasa (Independent Communication Authority of South Africa)
Duration: 14 September 2009 (Contract)
Position: Receptionist / Switchboard operator and Admin Assistant
Responsibility: Working on a switchboard of 30 to 600 extension
• Welcoming guests
• Mail postage
• Electronic booking boardrooms authority
• Grocery order

Reference: Makhosazana Hlongwane: 011 566-3489: Councillor Jacobus van Rooyen: 0828543436

Project Support Coordinator (Planning for Rail and Ports)

Planning for Rail and Ports

January 2007 - April 2009

7. Employer: Transnet Projects HMG Joint Venture
Duration: 2007 Jan to 30 April 2009 (Contract)
Position: Project Support Coordinator (Planning for Rail and Ports)
Executive level working for 2 Directors & 3 project managers

Responsibly: 1. Administration
• Manage the diaries (outlook calendar) for the team
• Arranging travel for the team local and international
• Organizing meeting, workshop & coordinating (within our offices & external conferences centres
• Typing of documents & correspondence
• Uploading & bulk loading of documents on P: drive to iPas DM folders
• Ensuring correct distribution of corresponding (including minutes, reports) to clients, external parties & project participants
• Filing hard copy as required i.e. wet signature
• Assisting in the compiling of the monthly report & in the SAP timesheet
• Comparing electronic & hard copy documents & tracking any missing
• Creating & maintaining organisational charts
• Archiving as per regional procedure, creating hard copy if necessary
• Supporting vacation & maternity leave, Keep record of all telephonic contacts for the department
• Responsible for housekeeping duties: stationery, IT Equipment's (Liaise with IT within the HMG and Transnet IT systems)
• Obtaining all the invoices and arranging payment through HMG and Transnet rail Planning team claims of expenses and team assets register
• Preparations of mobilisation, demobilisation and change forms

2. Procedures
• Formatting of all project documentation as per the Project procedures and ISO9001 standard
• Ensuring correct project template are used in document creation
• Assisting in compiling proposal with Project Managers and in developing work plans for projects
• Update project information & document management
• Attributes for consistency & preparation for archiving at close out

Reference: Lesley Martin: 011 5668300 /073 3185761: Neville Searle: 011 239 5300

Switchboard operator, receptionist

Magnum Personnel

working for different company through an agency,
Responsibility: Worked on a switchboard of 30 to 600 extension
• Welcoming guests
• Mail postage
• Electronic booking boardrooms authority
• Screening telephone calls, enquiries and requests
• Setting up appointments/meetings
• Ordering and monitoring of stationery and refreshments
• Assist with the preparation and distribution of board packs

Reference: Bianca (011) 450-3770

Database researcher 1 month, then later promoted to be debt collector

Trade Conferences International

March 2004 - April 2005

Position: Database researcher 1 month, then later promoted to be debt collector
Responsibility: Working on book value of R1 million
Reference: Susan Holton (011) 803 0009

10. Employer: C-Search Research & Survey
Duration: Feb -Nov 2002
Position: Data Capture
Responsibility: Capturing DSTV diaries under multichoice and FNB Bank questionnaires
Reference: Carol Banks 082 578 5420

Data Capture

Markinor Research & Survey

Responsibility: Capturing marketing Research survey questionnaires
Reference: Siva (011) 686-8522

Cashier

CNA Retailer

October 2000 - July 2001

Responsibility: Customer Service
Reference: Coenie (011) 436-2115

End of C/V

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