Project Office Administrator
Posted on 2025-02-01
Job Summary
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 2025-02-01 at 01:23:19 in the Engineering category
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