Charlene Stuart

Logistics Planning

• Daily booking in of vehicle movements
• Assisting the Logistics Manager with the daily planning of van and truck movements for 8 depots for internal and external deliveries of vans utilising the company electronic bookings system
• Daily assigning of work for 12 drivers as well as agency drivers as and when required
• Co-ordination with transporters for vehicle collections and deliveries to customers

Administration

• Allocating daily logistics costs on vans using Kerridge
• Filing
• Booking of hire cars
• Liaising with transporters / contractors as and when required
• Handling of payments for toll bridge fees
• Running of the Logistics department in the absence of the Manager

• Assisted Project Manager, Contracts Manager, Site Manager, and Inventory Manager with all admin requirements
• Daily tasks included recording of contractor’s hours for weekly submission to agencies
• Communicating with agencies to arrange new staff on site
• Arranging of internal and external site inductions with site Principal Contractor uploading necessary identification for processing of access cards
• Assisted Inventory Manager with stock control

• Generating customer orders over the phone using Libra system
• Updating and closing of sales orders on internal systems
• Updating the hard copies filing system

General Manager duties

• Worked closely with Director to manage day-to-day work of 18 employees and motivated teams to exceed objectives.
• Recruited and managed senior staff
• Established and maintained controls with company resources,
• Allocation of mobile phones, computers and company vehicles

Human Resources

• Set-up of HR system within the company– personnel files and all associated documents leave forms, loan forms and record keeping
• Ensuring staff birthdays were celebrated
• Recognition for years of service awards

Confidentiality

• Handled all confidential administration - financial operations, payroll and accounting processes, working closing with the company Accountant

General

• Arrangement of all company events
• General IT assistance
• Handled all communication for existing and new customers
• Travel arrangements locally and internationally
• Organised documents required to ship equipment and tools used on projects outside of South Africa
• Minuting of weekly meetings with Projects and Maintenance Managers
• Handling of Director and Managers diaries for internal and external meetings
• Arranged all personal travel requirements as and when needed
• Dealt with correspondence with customers telephonically and electronically
• Oversaw the office as well as Managers in the absence of the Director
• Worked flexible hours to cover any administrative requirements over nights, weekends and through the company December annual shutdown

• Worked with the MD on various company issues – internally for staff and company matters and externally for community initiatives
• Co-ordination of MD’s diary – meetings, travelling
• Audio typing on a daily basis
• Photocopying and faxing of sensitive correspondence
• Co-ordination of internal PA rotation days
• Provided support to other PA’s
• Assisted in reception

• Maintaining diaries of several consultants
• Scheduling of appointments for the clinic on a daily, weekly, and monthly basis

• Performed a full administrative role to the MD on a daily basis as well as managed the Head Office practice which included 2 optical assistants and a general office assistant
• Training of new members of staff before being placed in other branches
• Ensuring medical aid claim forms were completed correctly signed off and submitted
• Assisted Accounts Manager with invoicing, receipting, banking and petty cash procedures
• Stock control
• Previous position held within the company was an Optical Assistant for 1 year before being promoted to PA to the MD