Karin Smith

Experience

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  Babaroot Farm

  Feb 2007 - Nov 2007

  Administrative Personal Assistant

  • Weekly invoicing (Debtors and Creditors)• Matching invoices to statements• Process payments on Pastel Accounting• Issue of all purchase orders on Pastel• Match GRN to invoices, Recon invoices with statements, payments of creditors• Weekly stock take• Processing of Payroll• Vehicle inspection• VAT return and EMP 201 return• Filing and office administration• Liaison with customers and suppliers• Maintenance of all staff records

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  Adlou Theatre Lounge and Coffee Shop

  Dec 2007 - May 2009

  Manager

  • Event Organising/Invitation to end result• Stock and Staff Control• Daily running of Lounge and Coffee shop, Creditors, Debtors, Suppliers recons,• Handling of queries and following up on outstanding issues, Pastel Payroll, Shift and time management (all staff)

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  Zalsplice

  Jun 2009 - Oct 2011

  Head Receptionist

  Front Desk Duties• Answering of telephone, passing on messages, handling of general queries, ordering of office stationery, handling of walk in customers, confirming employment, data capturing on a daily basis (Microsoft Excel, Microsoft Word, Access, Powerpoint)General responsibilities• Assisting in preparation for salaries(monthly – 126 employees)• Capturing and balancing canteen accounts on Pastel• Capturing and balancing of monthly cash loans on Pastel• Bank recon on Pastel• Preparation of timesheets• Assisting in safety department - creating safety files for mine inspection, keeping minutes of safety meeting• Keeping employees files up to date• Compiling of monthly reports and sending it off to different mines• Booking teams out for different jobs as needed• Assisting with compiling of Tender documents• Standing in for Admin and HR personnel when on leave Show less

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  Brits Motor and Pump Services

  Nov 2011 - Nov 2012

  Workshop Administration Manager

  • Receiving of new jobs – this includes opening job cards, adding it to the system for quoting.• Receiving of customer orders.• Creating supplier orders.• Following up on outstanding customer & supplier orders.• Sending quotations.• Updating the process spreadsheet throughout the progress.• Invoicing on Pastel for deliveries.• Giving assistance on production in the workshop.

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  Granite Active

  Dec 2012 - May 2014

  Assistant Manager

  Sales• Deputizing for the director, making decisions and delegating work to others in the absence of the director.• Conversing with existing customers, seeking out new ones, setting up pitch meetings.• Travel and accommodation arrangements, as well as travelling with the director to provide general assistance during meetings with new as well as existing customers.• Develop the strategic and tactical direction of sales and marketing.• Producing documents, briefing papers, reports and presentations.• Establishing, maintaining relationships with employees and customers.• Revising the current pricing structure, to better reflect the company potentiality in the market.• Coordinating new client presentations, providing sample products for potential clients, advertise sales promotions to the general public.• Responsible for quality services provided to all customers & giving continual feedback to the company with respect to quality, pricing and service expectations by the customers.• Resolving complaints and concerns, determining pricing points to keep the company competitive, brainstorming marketing and advertising direction. • Achieve sales budgets, understanding of daily and monthly targets.• Train staff where necessary.Production• Management of staff. Help teams to achieve production targets. Planning of dispatch dates. Carrying out background research. Screen production reports and presenting findings.Administration• Distributes vendor orders and invoices to department heads for signatures• Customer quotations and invoices.• Ensure that proper approval process is followed throughout the company.• Works with purchasing and receiving on pricing and quantity discrepancies.• Handling of petty cash and wire payments.• Responds to supplier accounting inquiries.• Reconciles supplier statements, researches payment issues, and corrects discrepancies.• Responds to customer accounting inquiries.• Conduct month-end accounts payable reconciliation. Show less

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  PL Steel Services PTY Ltd

  Mar 2014 - Nov 2014

  Key Account Executive

  • Generating of customer quotations.• Receiving of customer orders – this includes opening job cards, adding it to the system.• Following up on outstanding customer orders.• Resolving of complaints and concerns.• Assisting on the setup and accreditation of ISO 9001:2008 system for the company:• Drawing up of process flows.• Identifying problem areas throughout the company.• Eliminating risk areas in the company.• Train staff where necessary.• Completing the internal auditor course in order to sustain ISO system once company is certified.• Ensure that proper approval process is followed throughout the company.• Implementation of Pastel Evolution to better manage current business activities.• Training of staff where necessary with regards to Pastel and ISO procedures. Show less

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  Carbide Solutions and Innovations (Pty) Ltd

  Feb 2015 - May 2017

  Administrator

  Purchasing• Analysing reports from customers to determine daily stock required.• Completing of purchase requisitions & having it signed off.• Placing of purchase orders, linking to GRN as well as Supplier Invoice on Pastel.• Following up on outstanding orders from suppliers - countrywide as well as tracking overseas shipments.• Comparing supplier statement against general ledger before handing over to accounts department.Stock• Initiating stock take. • Assisting stock counts.• Transferring stock on Pastel.• Resolving variances.• Reporting on variances. • Closing off stock take.Administration• Assisting with customer quotations and invoices.• Capturing fleet cards, credit cards, banking on Pastel.• Following up with outstanding payments.• Opening new supplier and customer files and loading on Pastel.• Assisting of preparing the company for implementation of ISO:• Drawing up of process flows in relevant departments.• Compiling ISO 9001 file containing all master documents.• Identifying problem areas throughout the company and eliminating unnecessary steps regarding paperwork.• Eliminating risk areas in the company.• Ensure that proper approval process is followed throughout the company. Show less

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  Granite Cutting Works Pty Ltd

  May 2017 - Feb 2019

  Administration Manager

  • Provided leadership for company's key projects.• Provided support to General Manager to initiate operational improvements and resolve problems. • Exceptional service provided to new and long-standing customers, resolved their concerns and developed satisfactory solutions. • Worked tirelessly to resolve customers' problems to their satisfaction, which resulted in a loyal customer base and increased company's positive reputation.• Responsible for monitoring various company databases to ensure accuracy of inventory.• Acted as team leader for 32 factory employees and 1 Supervisor with the objective of providing daily assistance to the company's production and procurement department.• Increased employees' attendance records from passable to exceptional by emphasizing punctuality and being prepared to start work on arrival.• Paid close attention to customers' concerns and addressed their queries and achieved exceptional level of customer service. Show less

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  Minaco Spessori

  Feb 2019 - Sept 2020

  Operations Manager

  • Responsible for sales, distribution, production planning and procurement.• Paid close attention to customers' concerns and addressed their queries and achieved exceptional level of customer service. • Effectively managed staff, allocated tasks and arranged for necessary materials and surpassed company production goals.• Generated daily reports and recommended corrective measures to improve production to assist senior management in making decisions.• Corrected audit issues and provided assistance to update company's procedures and best practices protocol.• Provided training and mentoring to high-performing team, conducted performance reviews, and coaching to individuals when necessary.• Designed and implemented filing systems for invoices, orders, and contracts to increase efficiency of record keeping.• Developed new inventory management procedures and successfully reduced operating budget.• Verified suppliers adherence to contract specifications, quality of material delivered, and schedules of delivery. • Supervised daily operations and assignments for team of 53 .• Collaborated with buyers and sellers to provide accurate monthly statements, payment schedules, and costs.• Collaborated with clients and staff to resolve conflicts and achieve team goals.• Increased organization's operations by using efficient problem-solving techniques and quantitative methods to enable managers to make effective decisions. • Set priorities and schedules for work and deliveries in accordance with client obligations. • Developed strategies to achieve sales goals and customer service goals, and determined profit and loss parameters of organization.• With input from staff, implemented changes to modernize and simplify procedures to increase profitability and increase customer satisfaction.• Created promotional strategies to increase business but remain within budgetary guidelines of company. • Generated and administered weekly operating budget. Show less

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  World Of Ethics

  Jan 2021 - May 2021

  Western Cape Regional Manager
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  NBC Holdings

  May 2021 - Aug 2022

  Executive PA/Office Manager

  • Prioritise a busy and varied workload in order to meet tight deadlines• Liaise effectively at all levels and provide good client interface including the offices of Govt and the various Unions• Diary Management• Co-ordination of meeting, conferences and functions• Answering telephones and screening calls• Type correspondence, annotated e-mails, minutes of meetings, presentations. • Collate figures and prepare/analyse reports• Assist with compiling of Tender documents• Develop and maintain filing system• Dispatching or correspond, via e-mail and facsimile• Petty Cash Management as per company's policy and procedure guidelines• Treat customers complaints and queries as high priority and draft formal responses at all times• Ensure that all complaints and queries are escalated and resolved timeously• Return and track all calls to customers in a 2 hour turnaround with feedback from Executive Head or her direct reports• Process all Executive Head monthly expenses• Present Executive Head with To Do Lists and Reminders• Maintain a high level of etiquette and dress code at all times• Maintain a neat, spotless and organised office environment• High level of confidentiality at all levels, securing all confidential correspondence and documents• Ensure team has enough promotional items and stock for distribution to clients• Ensure there are sufficient Company profiles, brochures, diaries, calenders etc.• Arrange travel and accommodation accurately. Obtain expense authorization. Book and confirm reservations of venues and requirements of meeting. Arrange and confirm accommodation. Arrange and confirm travel arrangements including car hire and flights. Share written confirmation of bookings to user. Show less