Administrator - Ref Nc1022 Acs01 - Westville, South Africa - Naidu Consulting

Naidu Consulting
Naidu Consulting
Verified Company
Westville, South Africa

2 days ago

Thabo Mthembu

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Thabo Mthembu

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Description

ADMINISTRATOR - REF NC1022 ACS01

HEAD OFFICE

Job Specifications:


Minimum Requirements
Must have previous secretarial experience in a Civil Engineering or Construction environment for a minimum of 5 years. The position is based in Durban Head Office.


Minimal Requirements:


  • Office Administration Qualification (Advantageous)
  • Familiarity with the practices and procedures used in the civil engineering industry
  • Fully compliant with MS Office Suite on an advanced level
  • Proficiency in formulating PowerPoint presentations
  • Must be organised, practical, hardworking and diligent
  • Must have excellent communication and interpersonal skills
  • Good administrative capabilities and report writing skills
  • Valid Driver's License Code EB and Own Vehicle

Duties

1. Office Administration for Technical Executive in Transportation

  • Prepares, formats and proof read documents.
  • Assists in the preparation of regularly scheduled reports, e.g. Client Reports.
  • Takes minutes at meetings and distributes thereof.
  • Delivers and collects documents.
  • Handles correspondence.
  • Files all documentation in accordance with Quality Management System.
  • Makes travel arrangements.
  • Maintains Technical Executive diary.
  • Captures Technical Executive timesheets on Proman.
  • Organizes catering and sets up meetings for the division and liaises with HR for budgets.
  • Formulates PowerPoint presentations.
  • Demonstrates innovation by establishing new administrative best practices processes or initiatives for the division.

2. General Administrative Duties

  • Answers telephones, takes messages and directs calls.
  • Provides support and assists with work overflow in other divisions.
  • Performs reception relief duties.
  • Vision system administration.
  • Ensures divisional office is tidy.
  • Archives all files annually.
  • Ensure gift register is maintained and recorded for the Company.

3. Financial Duties

  • Collates invoices for client within the defined deadline of the 5th of the month.
  • Files all documentation in accordance with the Quality Management System.
  • Follows up on debtors in terms of 45/60 days in liaison with Divisional Manager.
  • Follows up on submission of creditors invoices to be received monthly, with constant follow up.
  • Maintains project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.
  • File all creditors & debtors' invoices.
  • Capture creditors.
  • Monthly creditor recon.
  • Arrange asset committee meetings and follow up with outstanding documentation.
  • Take minutes for the asset committee meeting.
  • Maintain fixed asset file.
  • Adheres to the policy rules as set in the HR-POTravel Policy when booking accommodation, flights, etc.
  • Ensures that quantities of stock are maintained.
  • Orders, monitor and distribute stationery, consumables and stock items on a monthly basis.
  • Compilation, distribution, verification of mileage and submit to HR for processing.

4.
Building Maintenance Duties

  • Maintains building maintenance and Health & Safety Tracker and responds timeously to issues as they arise.
  • Follows the preventative maintenance plan schedule ensuring all preventative maintenance is completed.
5.
Marketing Duties

  • Designing internal adverts, events invitations, HR newsflash and change management invites ensure consistency of the brand.
  • Mange LinkedIn brand via HR Manager.
  • Assist with office events setup and coordination.
Interested parties may send their comprehensive CV by the deadline of 4th November 2022.

Application Deadline: 2022/11/04
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