About the position
PRIMARY POSITION PURPOSE
The Administrator will assist with administration work and queries. This may include calling clients, making appointments and ordering supplies.
KEY RESPONSIBILITIES
GENERAL ADMIN DUTIES
- Typing of letters / reports / minutes / contract documents / agreements etc.
- Handling outgoing and incoming post
- Arranging couriers
- Travel arrangements / accommodation
- Taking minutes in meetings
- Project filing
- Scheduling meetings etc. (VC)
- Diary managements
- Reception duties on occasion
- Any ad hoc task as required from time to time
BIDDING / TENDERS
- Preparation and compilation of bid documents
- Recording and updating business opportunities on PULSE
ACCOUNTS
- Obtaining monthly fuel tariffs and forwarding to relevant site staff
- Preparation and compilation of monthly fee accounts: collect all relevant sundries, lab invoices and third party claims to be included in relevant contract fee acc
- Requesting from finance department: Prebills, invoice numbers to finalize accounts.
- IT IS - Capture all contract information on IT IS on a monthly basis (submitted with monthly accounts)
- Final preparation and distribution to client of all contractors payment certificates
- Preparation of WAF's or VO's
PROJECT ADMINISTRATION
- Appointment letters of all site personnel (and ensure acceptance)
- Ensure all relevant documents etc. are issued to site at start of contract (and acceptance)
- Review of all site minutes: Review, then to PM, finalize and distribution of all site minutes
- Review of all laboratory reports - Review, then to PM, finalize and distribute to client.
- Responsible for all PPE for site personnel: order / purchase / delivery to site personnel
- Document manager: Responsible for ordering / purchasing etc. of all specifications etc. (COLTO, SANS, GCC etc.)
- Contract documents - assistance with compiling and colour coding (copies etc.)
- Assisting all site personnel with general queries
QUALITY
- Ensure project administration is according to quality requirements
- Ensure regular site and project audits are carried out.
- General quality administration: responsible for recording and up keeping of all quality related administration for the office.
- Approved supplier list - responsible to update and upkeep monthly
BST ADMINISTRATOR
- Project administrator BST : Capturing of all project and Bids on BST and issuing of project and / or bid numbers
ARCHIVING
- Responsible for archiving of all project related files
- Record keeping of archives
- Yearly reviews of archives and disposal as per procedures
QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED
- 5+ years of relevant experience in a similar role
- Previous experience in a construction / civil engineering environment will be advantageous
- Matric qualification
- MS Office advanced proficiency - Outlook, MS Word, PowerPoint, Excel, Project Wise
- Excellent verbal and written communication skills
- Excellent typing skills
- Problem solving skills
- Ability to take initiative
- Detail-orientated
- Process and documentation driven
- Ability to organise effectively and prioritise own workload
PERSONAL ATTRIBUTES
- Honest and trustworthy
- Respectful and confidential
- Possess cultural awareness and sensitivity
- Be flexible
- Able to work under pressure
- Outgoing personality, responsible, self-motivated and confident
Desired Skills:
- Administrator
- Account
- Project Administration
