Tiana Muller

Office Manager / Personal Assistant / Administrator

Personal Details

Name:  Tiana

Last name: Muller

ID#: Will provide on request

Age: 42

Address: Brooklyn, Pretoria, 0181

Contact number: Will provide on request

Email: [email protected]

Gender: Female

Languages: Afrikaans (home language) / English (fluent read, write and speak)

Race:  White

Marital status: Married

Dependants: 1

Health: Excellent

Drivers licence: Yes

 

Education

1999   : Matriculated from Tygerberg High School (with Afrikaans First Language HG, English Second Language HG, Mathematics SG, Accounting SG, Biology SG and Typing SG)

2015    : Office Administration Course at Rhodes University (with distinctions in the modules on the business of higher education, customer service, problem-solving and planning, and communication). Suspended studies as a result of pregnancy.

 

Award

2013    : Support Staff Merit Award for Outstanding Service

 

Skills
·         Analytical: problem identification, data analysis, report writing

·         Computer: hardware assembly, software installation, diagnostics, proficient in all Microsoft™ Office products at an advanced level and Adobe™ Reader Professional

·         Organisational: accountancy, event co-ordination, general office administration, human resource management and project management

LinkedIn Learning Courses Completed

·         Managing Stress

·         Managing Your Time

·         Human Resources Foundations

 

Employment History

 

Name of Company                Trigger Capital (Based at Pretoria office in Lynnwood)

Position                                   Personal Assistant/Administrator

Period of Service                    July 2019–31 October 2020

attooh!

Personal Assistant/Administrator

November 2020–present

Duties

– General Admin and assistance to all client queries

– Daily contact between myself and call center agent with regards to appointments made / send meeting requests / call clients to confirm appointments if requested by Financial Advisor

– Phone clients to get new client’s consent form (Only when needed

– Make 2nd client appointment on Outlook – send outlook request to client

– SMAD (Smart Advice Database) – load new client’s information, and update information

– Get employee benefits statement from HR / employee pension / provident statement (when needed)

– Get policy documents from other insurance companies / short term policy documents & claims history (non-Astute – 1Life, Hollard, Platinum Life, Clientele, OUTsurance, MiWay, etc.)

– Insure quotes via SMAD – preparing of the STNA (short term needs analysis), quote, application & compliance documents

– Compliance: Preparing of compliance documents and submitting onto Discovery World online databasis (FAZ – Financial Advisor Zone/Adviser 360) once signed and completed

– Open and manage client files in shared folder

– Assisting Financial Advisor to get FICA documents and all necessary documents needed for submission (new business / servicing / compliance).

– Tracking of submitted cases – acceptance (nurse bookings, doctor appointments, medical questionnaires outstanding, PMA (Personal medical attendant’s report))

– Follow up on corrections and outstanding requirements for new business

– Follow up on counter-offer letters (arrange meeting for Financial Advisor with client to discuss)

– Complete and submit all new paper-based business applications for Life / Invest / Insure / Vitality

– Email acceptance letters and schedules to clients

– Send cancellation/paid up letters to other insurance companies to cancel life policies and/or make policies paid up

– Make sure that Insure clients’ send driver’s license photos, VIN numbers, engine numbers, jewellery valuation certificates, proof of ownership photos and save it on Discovery World online databasis (FAZ – Financial Advisor Zone) vault.

– Assist clients with Insure claims registration, follow up on repairs and give feedback to clients

– Follow up on claims / assist clients with claims queries

 

Name of Company                Discovery DFCR Centurion

Position                                   Personal Assistant

Period of Service                    September 2016–June 2019

Duties                                     – General Admin and assistance to all client queries

– Daily contact between myself and call centre agent with regards to appointments made / send meeting requests / call clients to confirm appointments if requested by Financial Advisor

– Phone clients to get new client’s consent form (Only when needed

– Make 2nd client appointment on Outlook – send outlook request to client

– SMAD (Smart Advice Database) – load new client’s information, and update information

– Get employee benefits statement from HR / employee pension / provident statement (when needed)

– Get policy documents from other insurance companies / short term policy documents & claims history (non-Astute – 1Life, Hollard, Platinum Life, Clientele, OUTsurance, MiWay, etc.)

– Insure quotes via SMAD – preparing of the STNA (short term needs analysis), quote, application & compliance documents

– Compliance: Preparing of compliance documents and submitting onto Discovery World online databasis (FAZ – Financial Advisor Zone) once signed and completed

– Open and manage client files in shared folder

– Assisting Financial Advisor to get FICA documents and all necessary documents needed for submission (new business / servicing / compliance).

– Tracking of submitted cases – acceptance (nurse bookings, doctor appointments, medical questionnaires outstanding, PMA (Personal medical attendant’s report))

– Follow up on corrections and outstanding requirements for new business

– Follow up on counter-offer letters (arrange meeting for Financial Advisor with client to discuss)

– Complete and submit all new paper-based business applications for Life / Invest / Insure / Vitality

– Email acceptance letters and schedules to clients

– Send cancellation/paid up letters to other insurance companies to cancel life policies and/or make policies paid up

– Make sure that Insure clients’ send driver’s license photos, VIN numbers, engine numbers, jewellery valuation certificates, proof of ownership photos and save it on Discovery World online databasis (FAZ – Financial Advisor Zone) vault.

– Assist clients with Insure claims registration, follow up on repairs and give feedback to clients

– Follow up on claims / assist clients with claims queries

 

Reason for leaving: Better employment opportunity

 

Name of Company                Rhodes University

Economics and Economic History

Position                                   Secretary

Period of Service                   1 April 2012–22 January 2016

 

Duties

–       General Academic Administrative Responsibilities

–       Maintaining a database of student results at 1st and 2nd year level of approximately 1100 students

–       Providing administrative assistance to lecturers

–       Liaison with and co-ordination of tutors and tutor claims

–       Distribution and co-ordination of essay/test/exam marking

–       Drafting and editing test and exam papers

–       Capturing of essay/test/exam results

–       Checking student registration lists in conjunction with the Head of Department and Registrar’s Division

–       Monitoring Leave of Absence forms for academic staff

–       Allocating students into tutorial groups and monitoring/updating tutorial lists

–       Following up on venue bookings for tutorials/tests/exams

–       Monitoring the Duly Performed status of students and preparation of letters if required

–       Preparation of congratulations letters to top students

 

Secretarial Responsibilities

–       Answering of telephone and screening of calls.

–       Photocopying, faxing, and mail distribution.  In the absence of the messenger-cleaner collect mail and printing.

–       Typing of correspondence, handouts, modules, tests and exams.

–       Shredding of confidential papers.

–       Performed back up functions in the absence of the Office Administrator

–       Acted as Office Administrator between September 2013 and February 2014

–       Front Line Service/Public Relations

–       Provision of a front-line service for the department to students, prospective students, parents and the public

–       Responding to queries related to the department

–       Attending to visitors to the department.

 

Reason for leaving: Relocated to Pretoria, Gauteng because my husband took up a position at the University of Pretoria

 

Name of Company                PSG Konsult Corporate Limited (Financial Planning)

Position                                   Receptionist & Office Assistant

Period of Service                    20 June 2011–31 October 2011

 

Duties                                      Job purpose

–       To act as first point of contact for two respective practices, on the phone and face to face to a potential or existing client in a professional and efficient manner and assist, direct and maintain clients in a calm, courteous and professional manner

–       To provide administrative back office support for the Stock broking Assistant

 

Key responsibilities and accountabilities

–       Answering of telephone

–       Answer calls and maintaining a rapid response rate according to agreed standards

–       Screen and direct calls to correct destination without delay

–       Take and relay messages accurately and timeously

–       Attend to calls on hold in a helpful and professional manner

 

Customer experience

–       Receiving and directing person to their correct destination

–       Be attentive to client request

–       Arrange refreshments for clients

 

General Administrative and clerical support

–       Coordinate and control boardroom bookings

–       Receive and sort mail and deliveries (courier) in and out-bound

–       Maintain an adequate supply / inventory of office supplies

–       Maintain an adequate supply of consumables, e.g. refreshments

–       Ensure kitchen is in a neat condition.

–       Ensure effective access control and security to the building

–       Assist with travel arrangements and scheduling of appointments

–       Act as back up for the Stock Broking assistant with placing of orders and relevant tasks

–       Maintain and balancing of Petty Cash

–       Ensure all payments are correct and forwarded to finance department for payment

 

Knowledge and Qualification

–       Knowledgeable on company structures and service offerings

–       Knowledgeable on computer and relevant software applications

–       Knowledge of customer service principles and practices

–       Knowledge of administrative and clerical procedures

 

Reason for leaving: Retrenched (End of October 2011)

 

Name of Company                Oxyon Human Capital Solutions & Antal International

Tableview

Position                                   Office Assistant

Receptionist

Period of Service                   July 2008­–April 2011

 

Duties

–       General office administration

–       Manage the reception desk

–       Assist in both morning meetings with Johannesburg office and Cape Town office

–       Organise and upkeep the cleanliness of the store room

–       Buy office supplies and stationary of Oxyon and Antal

–       Write business letters, reports of office memoranda as well as update templates

–       Operate a range of office machines such as photocopiers, computers and faxes

–       File papers and documents, capturing of CV’s on databases

–       Sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail

–       Correspondence and Filing

–       Take appropriate action regarding handling of all correspondence (includes email and post)

–       Do preparation and or drafting of required documents – taking minutes

–       Manage telephone system

–       Answer telephone inquiries from customers, attend to visitors and assist other staff in the organization with their inquiries

–       Report telephone and IT faults to service provider

–       Scheduling or meetings and travel arrangements

–       Coordinating agenda items

–       Making logistical arrangements

–       Source important preparation material for presentations/meetings. Provide summary information in presentable format

–       Make necessary travel and itinerary arrangements for directors.

–       Recruitment Support

–       Placing adverts in newspaper for available positions on request of directors

–       Handling response from advertisements placed in local media, utilizing newspaper, internet

–       Update and clean job boards on regular basis

–       Performing relevant reference / credit / qualification check on applicants

–       Scheduling interviews on behalf of the directors, ensuring that all relevant documentation is available for reference by the client.

–       Informing unsuccessful candidates on behalf of the directors on request

–       Organise all arrangements regarding functions and meetings

–       Take care of all logistics surrounding special event(s)

–       Organising venue, travel, catering, invites

Public Relations

–       Support the directors with the executive of the PR plan of Antal

–       Prepare and distribute the information used to do public relations initiatives for Antal and Oxyon

 

Reason for leaving: Retrenched (End of April 2011)

 

Name of Company              Steyn & Associates

Loevenstein

Position                                 Personal Assistant

Receptionist

General Office Assistant

Period of Service                 June 2007–July 2008

Duties

General office duties

–  Arrange meetings

–  Organizing Social events

–  Keep diary for the Director

–  Handling incoming calls

–  Managing ‘Student Guest House’

–  Handle queries

–  Bookings

–  Payments

–  General assistance

 

Reason for leaving: Retrenched (July 2008)

 

Name of Company                ACDC Dynamics

Position                                   Receptionist

Period of Service                    April 2007–May 2007

Duties

–  Switchboard

–  Managing invoices

–  Filing

–  Customer Service

–  Cash sales, Cheques, Debit / Credit Cards

 

Reason for leaving: Better employment opportunity

 

Name of Company              First Rand Short Term Insurer (SIAS)

Centurion, Pretoria

Position                                 Message Centre Advisor

Period of Service                 March 2006–September 2006

Duties

–  Taking overflow calls of all departments

–  Data Capturing

–  Loading messages for relevant departments

 

Reason for leaving: Moved back to Cape Town

 

Name of Company              HTG Life – Inland Office

Pretoria

Position                                 Secretary

Period of Service                 June 2003–February 2006

Duties

–  General Administration

–  Phone Queries

–  Dictaphone

–  Switchboard

 

Reason for leaving: Better employment opportunity

Name of Company              HTG Life – Head Office

Durbanville, Cape Town

Position                                 Data Capturer and Receptionist

Period of Service                 19 March 2001–May 2003

Duties

–  Data capturing

–  General Administration

–  Filing

–  General Receptionist duties

 

Reason for leaving: Relocated to Pretoria, Gauteng

 

References

• Will provide on request