PA to Maintenance Executive - Gauteng, Johannesburg, South Africa - Bombela Operating Company LTD.

Description

Bombela Operating Company LTD.'s job vacancy, Career and Recruitment

Job title : PA to Maintenance Executive jobs in Gauteng

Job Location : Gauteng, Johannesburg

Deadline : May 08, 2024

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Purpose

To support the Executive Maintenance and all Maintenance Division staff with administrative tasks

Principal Accountabilities

Support the Maintenance Executive and all Maintenance Division staff with all administrative tasks.

Liaise with all Divisions and ensure relevant policies and procedures are communicated to everyone.

Perform all administrative duties within the Maintenance Division.

Work effectively with Maintenance team to provide operational and excellent services

Specific Responsibilities

Handle all administrative tasks effectively but not limited to – Setting up meetings, Filing (inclusive of document control system updates), Minute taking, Issue and distribute minutes of meetings.

Manage Maintenance Division staff time keeping report

Process all Maintenance Division Timesheets, On-Call forms and Fuel Claims to HR timeously

Participate in process flow administrative tasks such as – Issue monthly reporting template (based on information queries) and follow-up on progress, Collate information received, Collate Division reports and review before submission to the Maintenance Executive

Manage formal correspondences – compile and review letters, progress monthly meeting with Managers,

Manage records in Division storage systems – SharePoint, Papertrail etc.

Advise Finance Division of updated reimbursive list including final penalty amount and follow-up on the credit note/invoice for reimbursement

Arrange international flights, safety induction, access cards etc. for visitors

Control office stationery and other supplies

Ensure settlement of new staff and compliance to onboarding process in Maintenance Division

Compile and manage applicable work processes and procedures for better office management

Manage and coordinate Maintenance Executive calendar, working closely and effectively on upcoming commitments and responsibilities with appropriate follow-up

Prioritize conflicting needs and handle matters proactively to manage deadline pressure

Keep records of expenses, signed invoices and provide monthly report to Maintenance Executive

Thorough review of invoices before submission for the Executive approval and follow-up for payment with Finance Division

Manage Maintenance Division purchase requisition and orders in the Procurement Sage system including placing orders on instructions

Warmly receive visitors, manage phone calls and correspondences wih professionalism

Perform duties in line with agreed business focus areas

Manage all secretarial duties within the Maintenance Division

Undertake any other duties as assigned.

Profile

Educational Level

Qualification in Office Management/Administration and Secretarial studies

Other Technical/ Professional Skills/Qualifications

Excellent Computer Literate – MS Word, Excel and PowerPoint at intermediary level

Years of Experience

At least ten years working experience in a similar position with technical exposure.

Desirable Traits

Interpersonal Skills

Proficient Communication Skills

Excellent organiser

Team player

Show initiative and innovative

Strong Administration Skills

Thorough attention to detail

Meticulous report writing, report review and taking of minutes

Must have a sense of urgency

Effective multitasking

General technical knowledge and exposure

*Administrative / Management jobs in south africa
*PA to Maintenance Executive in Johannesburg