Job Openings Office Administrator

About the job Office Administrator

PRIMARY PURPOSE OF THE JOB (SUMMARY)

The primary purpose of this role is to provide comprehensive administrative support to ensure the smooth and efficient operation of the branch and office. This includes managing daily office activities, coordinating HR functions, overseeing general administrative tasks, and assisting management with various operational requirements.

QUALIFICATIONS AND EXPERIENCE REQUIRED

  • Grade 12
  • Computer skills
  • 3-5 years' work experience in an administrative role
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Excellent telephone etiquette and communication skills.
  • Strong organizational and multitasking abilities.
  • Familiarity with data entry and record-keeping software.

KNOWLEDGE AND SKILLS

  • Attention to Detail: High level of accuracy in data management and document preparation.
  • Time Management: Ability to manage multiple tasks and deadlines effectively.
  • Communication: Strong verbal and written communication skills, with the ability to liaise effectively with multiple departments.
  • Problem-Solving: Ability to identify issues and work collaboratively to find practical solutions.
  • Teamwork: Demonstrated ability to work well in a team-oriented environment.

KEY PERFORMANCE AREAS

Office Orders

  • Issue and manage office refreshments orders and stock.
  • Ensure that office hygiene and cleaning materials are ordered and stocked

Logistics Support

  • Assist the Logistics Supervisor by handling phone calls and addressing immediate operational needs.
  • Assist when Logistics Supervisor is on leave.

Operational Orders

  • Manage operational orders, ensuring compliance with company policies and procedures.
  • Distinguish between project-related and non-project-related orders, particularly those involving transportation.
  • Follow company procedures for issuing diesel orders, ensuring all orders comply with established policies.

Production Bonus Management

  • Update daily production bonus on systems.
  • Maintain daily and monthly Production totals on systems.

Workshop and Mechanic Administration

  • Create daily Mechanic Job Cards.
  • Create and follow up on all parts orders needed for maintenance.
  • Ensure good communication between Suppliers.
  • Warehouse Stock counts and reports to be submitted to management as per deadlines.
  • Update inventory and ensure stock levels are at levels to ensure effective and efficient operations.

Operational Document Management

  • Maintain up-to-date operational documents and manage filing systems.
  • Handle and distribute all Destruction Certificates.
  • Manage all monthly production reports requested from clients.

Team Collaboration

  • Work closely with the operational department and other departments to support overall business operations.
  • Promote a collaborative and team-oriented work environment.

Certification and Licencing Requirements:

  • Manage all renewals of Fitness Certificates, Namport permits and licences.
  • Handle any Ad-hoc renewals, certification, permits or licencing.

Support to Branch Administrator

  • Follow up on all outstanding Debtors.
  • Loading and printing of weekly/monthly Toolbox talks.
  • Follow up on all outstanding Invoices.
  • GRV all accounts to be submitted to Finance for payment according to deadlines.

Recycling Transport Management:

  • Manage and book all Transport related needs for Recycling products.
  • Ensure all details and administration is submitted accordingly to expectations from Transporter and company.
  • Ensure all reporting is done after each load.

Monthly Reporting

  • Support the preparation of monthly reports for Tennaxia (annual reporting) and Zula (vehicle management), ensuring all required inputs are gathered and accurate.

Financial functions and Reporting

  • Handle Petty Cash and submit monthly Petty Cash summaries and Recons.
  • Process and submit monthly rebate reports as required.
  • Assist with Tender compilations and information submission.
  • Process the necessary monthly recons.
  • Ensure all financial deadlines are met on a weekly and monthly basis.
  • Loading new contracts on the system and make sure recurring clients are loaded accordingly.
  • Handle all the debtors queries and follow up on debtors payments.
  • Process all BBC notes and invoices according to expected deadlines, recon POPs.
  • Process all quotes related to services.


Closing Date: 05 May 2025


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