Durban: Project Office Administrator posted by Assegai Recruitment (Pty) Ltd

Job Summary

JOB FUNCTION:
Provides administrative support to the Roads and Highways Business Unit.

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.
• Proactively identifies challenges, engages with team and develops and implements solutions, drawing on team strengths.

OFFICE ADMINISTRATION:

• Prepares, formats and proof reads technical reports and documents.
• Assists in the preparation of regularly scheduled reports, e.g. Client Reports.
• Takes minutes at meetings and distributes thereof.
• Compiles tenders and ensures documentation is certified timeously.
• Compiles, submits and tracks invoices to clients.
• Processes external supplier’s invoices.
• Delivers and collects documents.
• Handles all office correspondence.
• Files all documentation in accordance with Quality Management System.
• Orders, monitors and distributes stationery for the division.
• Makes travel arrangements for the division.
• Maintains managers’ diaries.
• Captures manager’s or staff’s timesheets on Proman.
• Processes all leave for site staff as an impersonator for on Employee Self-service System (ESS).
• Organises 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.

GENERAL ADMINISTRATIVE DUTIES:

• Answers telephones, takes messages and directs calls.
• Provides support and assists with work overflow as needed.
• Performs reception duties for the division.
• Vision system administration.
• Ensures divisional office is tidy.
• Archives all files annually.

TENDERING DUTIES:

• Collates and submits supplier database applications.
• Attends briefings / openings, compiles minutes thereof.
• Timeously and accurately captures, updates and maintains BID information on Vision Software for monthly reporting.
• Updates tender schedule.
• Downloads necessary tender documents and updates tender calendar.
• Assists with compilation of tenders, ensuring it is done correctly and certified timeously.
• Follows up on tender results.
• Co-ordinates, compiles and completes tender documents.
• Co-ordinates collection of tender documents and ensures that tender submissions are made on time.
• Assists with key tender milestones and with tender administration processes to ensure they are accurately completed in order to meet deadlines.
• Manages tender correspondence in line with internal and external guidelines.
• Accurately inputs tender milestone dates in to the Tender Tracker system.
• Assists in the management of data related to the tendering process.
• Ensures all bid submissions are accurately and efficiently compiled, ensuring that all statutory documentation is compliant and included in the tender document.

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.

QUALIFICATIONS:

• Office Administration Qualification (Advantageous)
• Compliant with MS Office Suite on an advanced level

EXPERIENCE:

• 5 – 10 years’ plus experience in a corporate environment

Project Office Administrator position available in Kwazulu-Natal, Durban. This job position was posted by Assegai Recruitment (Pty) Ltd. The job has been posted as a char8000 ad on 2025-01-19 at 01:16:11 in the Engineering category

Click Go Apply to apply online!

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