Le Roux - Administrator - Cape Town, WC, South Africa

Kirsten Le Roux

Cape Town, WC, South Africa




Data capturing
Managing waehouse stock / Orders and deliveries on Excel
Managing revenue on Excel
Typing of important documents on Word
Creating presentations on PowerPoint

Work History

Office Manager / PA to the Director (retrenched 14 October 2013)

Michael Page SA

January 2013 - October 2013

Key duties and responsibilities:
• Registration of candidates to be added on our database
• Formatting resumes and updating the database (Candidates and Clients)
• Completing all compliance checks for placed candidates
• Assisting with all general administration for the team of consultants
• Responsible for answering of the telephones in the office, taking accurate and correct messages.
• Meet and greet candidates/clients
• Responsible for the over–all tidiness of the office and interview rooms
• Capturing finger prints, submitting criminal, credit, ID and qualification checks.
• Diary management of Director
• Updating weekly and monthly KPI’s on excel
• Making client documents a priority
• Complete Vendor forms
• Manage supplier invoices
• Sending all consultants expenses to London
• Office maintenance (reporting broken equipment to head office, liaising with technicians/fixing where possible/liaising with building manager/landlord regarding faults etc)
• Responsible for all IT queries and solving issues
• Coordinating client/candidate events and assist with quarterly office events
• Organising corporate travel and accommodation
• Booking of Video conference
• Organising new starters, orientation/starters manual/ log-in details and coordinate desk space and office supplies
• Manage distribution and allocation of office access cards and parking bays
• Update (provide info for IT/HR) internal housekeeping
• Organising courier services
• Filing documents
• Record office annual leave, holidays and sick days
• Manage birthday list – organise card and treats
Reason for Leaving: Retrenchment (CT Branch closed down)

Personal Assistant

PricewaterhouseCoopers (Contract)

From November 2013

Key duties and responsibilities:
• Diary management for Senior Managers and Partner
• Correspond with clients on Partners’ behalf, when necessary, on phone and email
• Book video conferences
• Manage Partners’ timesheet and expenses, and Senior Managers expenses
• Extensive travel arrangements for Partner and tax team – Flights, Accommodation, Transport
• Process invoices and payment requisitions
• Assist the Tax team with all general administration
• Answer and screen calls for the Partner and take accurate messages
• Filing and posting
• Format PowerPoint presentations for Partners’ meetings / conferences
• Manage birthday lists, annual and sick leave for the Tax team
• Coordinating client/staff functions throughout the year
Reason for Leaving: End of Contract 28 February 2014

PA / Administrator to the HR director

Westminster City Council (Temp Contract)

January 2012 - July 2012

Key duties and responsibilities:
• Oversee all aspects of general office co-ordination, including stationery ordering, filing etc.
• To organise and maintain diary of Director of Human Resources and other Senior HR Managers – arrange meetings and appointments, internal and external, including booking venues.
• Open, sort and distribute correspondence, keeping a log of correspondence to the Director of Human Resources, drafting and sending responses.
• Ensure that the Director of HR is prepared for all meetings with relevant paperwork printed and provided for meetings, including maps and travel plans for external meetings.
• Monitor emails to the Director of HR and flag up urgent messages for attention.
• Answer, screen and transfer calls.
• Receive and direct visitors.
• Maintain electronic and hard copy filing systems.
• Handle requests for information and data in a sensitive and confidential manner.
• Prepare written requests to enquiries.
• Prepare and modify documents, including correspondence, structure charts, reports, emails etc.
• Co-ordinate maintenance of office equipment.
• Co-ordinate and maintain HR staff records and files.
• Establish and maintain effective working relationships with a wide range of officers, members and external organisations.
• Maintain awareness of Council wide issues and ensure the Director of HR is aware of any issues that might be relevant to the effective operations of the Department.
Reason for Leaving: Relocated back to Cape Town

Receptionist / Administrator

Lasec SA (Pty) Ltd

August 2012 - December 2012

Key duties and responsibilities:
• Manage a busy switchboard, screening and transferring calls, as well as taking messages
• Generate telephone reports for all of senior management
• Liaise with internal departments, customers and couriers
• Assist HR Manager’s with Vendor Applications, updating company documents and policies
• Assist the Graphic Designer with general admin
• Active diary and hospitality management
• Ad hoc duties around the office, as and when required
Reason for Leaving: I needed a role with more responsibility and challenges.

Interim Team Coordinator / Team Support

Leathwaite International

June 2010 - December 2011

Leathwaite International is a global executive search firm specialising in infrastructure within the financial services sector.

My responsibilities included:
• Active diary management for Partners and senior consultants
• Arrange candidate/client interviews
• Travel arrangements - flights and accommodation, ensuring all expenses and disbursements are tracked both timely and accurately
• Create, format, proof read and edit documentation to ensure consistency and branding throughout, includes – Candidate CV’s, Client job specs, Organisational Charts and Client proposals, Client/Candidate contracts
• Manage and update office information systems - MIS, Candidate files, Adapt database - ensuring correct processes and procedures are followed and maintained
• Manage and maintain the entire Contractors Compliance process (i.e. background screening, on-boarding, and payroll). Sole responsibility for the Interim team MIS, updating candidate placements and details.
• Acquire, produce and retain all necessary documentation, including legal contracts from both contractors and clients. Handle confidential and sensitive information.
• Work closely with the Office Manager to (a) pursue, save and track all client proposal documentation from signed proposals to off-limit agreements and (b) update and track client activities for various internal and external marketing, pitch documents, etc.
• Liaise with all contractors and clients, on all issues from contracts to payroll
• Organise and co-ordinate client events and team night’s out
• General admin duties and house-keeping
• Fire Marshall

Front Desk / Marketing Assistant

Heriot Watt University

March 2009 - June 2009

At Heriot – Watt University I was based at the reception counter, meeting and greeting students and parents, as well as assisting the marketing team.

My duties included:
• Managing busy switchboard, screening calls and forwarding messages
• Meeting and greeting walk-ins and directing them to the necessary lecturers or advisors
• Booking flights and accommodation for all staff and overseas guests
• Typing of documents, reports and incidents
• Handling post and maintaining a filing system
• Corresponding with clients, couriers and other staff
• Creating Excel spread sheets for new enquiries
• Accompanying members of the marketing team on school visits, career fairs and Open Days
Reason for Leaving : Relocated to London

Administrative Assistant

The English Cheesecake Company

July 2009 - June 2010

In my role as Administrative Assistant I had an extremely pressurised and varied job description.

My duties included:
• Front of house duties, meeting and greeting customers
• Receiving and screening of telephone calls
• Preparing board room for meetings
• Processing internet and business (restaurants) orders
• Meeting deadlines on a daily basis
• All customer queries
• Organising of calendar on Outlook
• Liaising with customers, suppliers and couriers
• Monitoring and tracking of daily orders
• Collating of orders, D/N, invoices
• Filing and posting
• Ordering of stock - ingredients, packaging, stock sold on internet
• Stock control and monitoring of cake sales
• Booking / arranging transport of cakes and staff
• Assisting at national wedding shows, marketing the product to customers
• Taking and processing orders at the shows
• Setup and clean-up of stand at shows
• Assisting the marketing team , proof reading
• Hand writing gift cards, packing extra gifts to go with cakes

PA / Office Assitant

Internatinal Truss Systems

January 2005 - January 2009

In my role as Admin Clerk / PA, I worked closely with the General Manager, as well as manage the day-to-day running of the office.

My main duties included:
• Manage switchboard, screening calls, and dealing with enquiries and requests
• Meeting and greeting visitors at all levels of seniority
• Diary management, arranging and supporting meetings for the General Manager
• Arranging travel, accommodation and itineraries for the General Manager, colleagues and visitors
• Deputising for the General Manager in his absence as he is often away due to business travel
• Reconciliation of General Managers expenses, including diners, phone and cash
• Supervising cleaning staff and warehouse staff/driver
• Responsibility for set-up and redecorating of new offices
• General secretarial duties such as handling post, banking and filing
• Facilitate ordering and distribution of stationery
• Liaising with clients, suppliers and other staff
• Receive and process orders, ensuring timely delivery to customers
• Manage deliveries in and out of company
• Collating delivery notes and invoices
• Format documents prepared by the General Manager
• Stock control, weekly stock-takes and annual audits
Reason for Leaving : Relocated to Dubai

Qualifications & Certifications


Fairbarin College

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