About the position
Top engineering consultancy seeks a Senior Administrator to manage office operations, documentation, reporting, and coordination across projects at their Durban office.
The role requires strong organisational skills, attention to detail, professionalism, and the ability to support senior management and multidisciplinary teams efficiently.
JOB DESCRIPTION
PERSONAL DEVELOPMENT AND ATTRIBUTES
- Follows through and delivers results despite obstacles.
- Identifies, analyses, organises and solves problems and issues in a timely and effective manner.
- Delivers required business results; sets and achieves goals and consistently complies with quality standards.
- Optimises use of time to ensure maximum output and delivery, as per required timeframes.
- Works within a team structure.
- Works well under pressure with high degree of attention to detail.
OFFICE ADMINISTRATION
- Prepares, formats and proofreads technical reports and documents.
- Takes minutes at meetings and distributes thereof.
- Compiles tenders and ensures documentation is certified timeously as and when required
- Compiles, submits and tracks invoices to clients as and when required.
- Processes external supplier’s invoices as and when required.
- Delivers and collects documents.
- Handles all divisional correspondence.
- Files all documentation in accordance with Quality Management System.
- Orders, monitors and distributes stationery for the Executives.
- Makes travel arrangements for the Executives.
- Maintains Technical Executive’s diaries.
- Captures Technical Executives timesheets on Proman.
- Organises catering and sets up meetings for the executives and liaises with HR for budgets.
- Formulates PowerPoint presentations.
GENERAL ADMINISTRATIVE DUTIES
- Provides support and assists with work overflow as needed by the management team.
- Vision system administration
- Supervises junior administrators
TENDERING DUTIES
- Collates and submits supplier database applications.
- Liaises with Head Office and Business Unit Manager to arrange briefing attendance.
- Downloads necessary tender documents and updates tender calendar.
- Compiles tenders, ensuring correct and timeously submission – updates tender results.
- Manages tender correspondence in line with internal and external guidelines.
- Accurately inputs tender milestone dates into the Tender Tracker system.
- Assists in the management of data related to the tendering process.
FINANCIAL DUTIES
- Collates invoices for client within the defined deadline of the 5th of the month.
- 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.
- Adheres to the policy rules as set in the HR-PO-Travel Policy when booking accommodation, flights, etc.
STRATEGIC SUPPORT
- Monitoring progress of all SANRAL WA’s for the Division.
- Monitoring monthly PPP Revenue Fee claim.
- Recording deviations to monthly PPP Revenue Fee claim.
- Tracking recovery of negative deviations.
- Fortnightly monitoring of debtors exceeding 30 days.
- SANRAL IT IS Reporting
- Preparation of tier 2 procurement documentation and tender evaluation reports.
- Ad hoc project management assistance on various projects.
- Administration support to the Divisional Technical Executive
REQUIREMENTS
- Office Administration or Project Management qualification
- Compliant with MS Office Suite on an advanced level
- Driver’s license is essential
EXPERIENCE
- 10+ years’ experience in a corporate environment
- Experience in an engineering consulting firm is advantageous
Desired Skills:
- Tender Administration
- Office Administration
- Financial management
- Project administration
