Cape Town: Personal Assistant (Construction Industry) posted by Southey Contracting Offshore Division

JOB SUMMARY:

Responsible for the managing of the server and the documentation relative to all projects.

TASK DESCRIPTION

• Maintaining database and filing system.

• Meeting deadlines
• Keeping the server up to date at all times
• Ensuring that all documentation is filed correctly
• Driving the Auditor General queries and obtaining the relevant information to successfully complete the AG audits
• Complying with all processes and protocols
  • Independently obtaining all information required from PSPs, Contractors, etc.
  • Handling calendar events, setting up meetings, etc.
  • Organizing reports and documents
  • Answering phone calls and screening visitors
  • Handling office management duties
  • Making travel arrangements
  • Coordinating and managing the recruitment and onboarding for new employees
  • Organizing office events
  • Organize department vehicles and bookings
  • Manage and update the leave tracker and obtain relevant sick leave notes
  • Draft business letters
  • Assisting in Tender Documentation
  • All other ad-hoc duties required

DELIVERABLES

Needs to be accurate, precise, and correct.

1. GENERAL

Any additional administration tasks that may be required from time to time.

The successful candidate will work under the supervision of the Executive.

2. KEY DECISIONS THIS POSITION MAKES

• Escalate problems on projects timeously.
• Ensuring the integrity of data collected, collated, and submitted.
• Operational Decisions related to work responsibilities.

3. RESPONSABILITIES DELEGATED TO THIS POSITION

• Manage, develop, and sustain effective working relations with internal and external stakeholders.

4. KEY AREAS OF COMPETENCE REQUIRED
   • Knowledge of CIDB, PROCSA, Fee Scales, consultants appointments (beneficial).
   • Problem Solving by analysing and process information, asking probing questions.
   • Communicating Information by being articulate.
   • Showing resilience and remaining composed when dealing with pressure.
   • Strong Processing skills by being target focused and meeting deadlines.
   • Being meticulous, conscientious, and thorough.
   • Following Procedures, Protocols, and Instructions.
   • Behaving ethically and justly.
   • Focused on output.
   • Pursuing Goals by striving to achieve outstanding results, being ambitious, persists through difficulties to achieve results.

6. EXPERIENCE REQUIRED

• Experience in the construction industry would be beneficial.
• Experience in contracts (JBCC and NEC) administration and financial administration would be beneficial.
• Experience in Project/Programme Management is a bonus.

Minimum experience: 2 years