Mandie Van Der Westhuizen

• Supervised staff members, organized schedules and delegated tasks.
• Maintained filing system for records, correspondence and other documents.
• Ordered office supplies and equipment
• Created spreadsheets in Excel to track data
• Provided administrative support to management team including preparing reports and presentations.
• Answered phone calls, responded to emails, routed mail and coordinated courier services.
• Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
• Processed payroll accurately ensuring all employees were paid on time.
• Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
• Performed general bookkeeping duties, such as reconciling bank statements, in Xero.
• Reviewed contracts for accuracy prior to signing off by the Company Director.
• Provided training to new hires on office policies and procedures.
• Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
• Oversaw receiving and organizing correspondence, creating business letters and records.
• Administered payroll and maintained proper documentation of employee personnel.
• Used judgment and initiative in handling confidential matters and requests.
• Coded and entered daily invoices with in-house accounting software.
• Implemented and maintained company protocols to facilitate smooth daily activities.
• Coordinated office activities and operations to secure efficiency and compliance with company policies.
• Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
• Sustained office efficiency by implementing and planning office systems, equipment procurement and layouts.
• Interpreted and communicated work procedures and company policies to staff.
• Remained calm and professional in stressful circumstances and effectively diffused tense situations.
• Resolved customer inquiries and complaints requiring management-level escalation.
• Delegated work to staff, setting priorities and goals.
• Reviewed completed work to verify consistency, quality, and conformance.
• Recruited and trained new employees to meet job requirements.
• Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
• Interviewed prospective employees and provided input to HR on hiring decisions.
• Assigned work and monitored performance of project personnel.
• Produced thorough, accurate, and timely reports to the Director.
• Reviewed employee performance and provided ongoing feedback and coaching to drive performance improvement.
• Planned and led team meetings to review business results and communicate new and ongoing priorities.
• Held regular one-on-one meetings with employees to review performance and priorities and provide feedback.
• Analyzed business performance data and forecasted business results for upper management.
• Implemented quality control measures to uphold company standards.

• Coordinated with various departments to ensure successful communication between the organization and external stakeholders.
• Maintained positive working relationship with fellow staff and management.
• Identified needs of customers promptly and efficiently.
• Utilized document management system to organize company files, keeping up-to-date and easily accessible data.
• Organized client meetings to provide project updates.
• Performed calendar management and scheduling of appointments for the Local Board Members.
• Prepared documents, such as presentations, agendas, minutes, and correspondence.
• Greeted visitors in a professional manner and provided assistance with inquiries.
• Answered incoming calls and emails promptly, while managing the Local Board Members' schedules accordingly.
• Coordinated meetings between internal departments and external partners.
• Sorted mail received daily for distribution throughout the office.
• Scanned documents into electronic format for storage in a secure database system.
• Organized personal and professional calendars with reminders for upcoming meetings and events.
• Utilized technology efficiently, including MS Office and CRM systems, to enhance productivity and organization.
• Coordinated with other staff members to ensure seamless support and coverage.
• Facilitated smooth internal and external communication, acting as the first point of contact for the Local Board Members.
• Scheduled and confirmed appointments, preventing scheduling conflicts and optimizing time management.
• Handled confidential documents and communications with discretion, safeguarding sensitive information.

Personal Assistant functions :

• Coordinated meetings, workshops, and other events related to development activities.
• Organized and maintained the General Manager's calendar, scheduling meetings, and travel arrangements.
• Provided administrative support to the General Manager including document preparation, filing, data entry, copying and scanning documents.
• Answered telephone calls, took messages and transferred calls to appropriate personnel.
• Coordinated events, such as workshops, for the General Manager's office.
• Organizing Community Service Awards.
• Maintained an up-to-date knowledge of company policies and procedures related to the role of Personal Assistant.
• Developed efficient filing systems for easy retrieval of information by the General Manager when needed.
• Ordered supplies for office needs in a timely manner within budget constraints.
• Provided administration support to team members for community development initiatives, programs, and projects.
• Developed and maintained effective relationships and networks across the community development team.
• Manage and process various funding applications: Community Grant Scheme, Youth Funding, and Recreational Funding.
• Coordinated meeting and work schedules for staff teams and executives.
• Designed and developed a custom Community Development Contact database, enabling the team to have accurate and up-to-date information.

• Implement the building consent policies and processes in respect of receiving and tracking applications and related correspondence.
• Checking minimum information has been included, answering progress inquiries, preparing invoices for outstanding charges, following up unpaid invoices, and issuing building consents and related approvals in a manner that achieves the required customer service objectives and the perceived needs of individuals and organizations.
• Ensure that appropriate time is spent, inspections are carried out, and costs are recorded against specific building consents and/or other applications, and are recovered at the appropriate stages in the building consent process.
• Collated necessary information to assist in reporting.

• Performed daily maintenance tasks such as archiving documents, filing paperwork, scanning images.
• Ensure records, documents, and other information are recorded, classified, filed, and stored accurately.
• Responded to requests from internal departments for access to records or other related information.
• Implemented a system to track files across multiple data sources.
• Ensured that all documents were properly labeled according to established standards before being stored in appropriate locations.
• Performed basic administrative duties by answering calls, taking messages, data entry, typing tasks and locating files upon request.
• Created or updated records with new files or information.
• Retrieved, sorted, copied and filed all documents and paperwork.
• Provided file, document and record access to appropriate personnel.
• Retrieved documents and files from records rooms and online databases.
• Prepared new files according to company needs and schedules.
• Managed all paperwork and accurately filed each piece alphabetically and according to significance.
• Scanned images and documents with careful attention to clear scans and to correct document naming conventions.
• Liaised with the IT department to design an online tracking system to improve recordkeeping.
• Maintained positive working relationship with fellow staff and management.