Gauteng: Department Administrator posted by Actom (Pty) Ltd

About the Role

Actom (Pty) Ltd is seeking a highly organized and detail-oriented Department Administrator to join our team in Gauteng. The successful candidate will be responsible for providing administrative support to the management team, ensuring the smooth operation of the department, and maintaining confidentiality of sensitive information.

Key Responsibilities

• Exercise logistical control over boardroom bookings.
• Control and administer attendance registers.
• Perform general secretarial duties.
• Office consumable control.
• Collect and submit weekly time sheets.
• Overtime approval Contract Manager and GM.
• Follow-up queries.
• Assist with processing recoveries.
• Maintain confidentiality of all correspondence and discussions.
• Report any potential or actual breaches of confidentiality to GM.
• Exercise clean desk and filing policy with regard to all executive documents.
• Ensure that all electronic data is backed up, secured and passwords maintained and current.
• Ensure that all confidential documents emanating from executive offices are promptly destroyed (shredded) and waste bins emptied daily.
• Ensure that telephone lists, home numbers and personal information about executives are only provided on authorized request.
• Maintain tender specification and contract confidence at all times.
• Ensure that client lists and contract data is kept confidential and only released on authorized request.
• Type all correspondence and minutes on request.
• File and recover documents as required.
• Maintain an effective office filing system.
• Maintain data in electronic format.
• Leave forms administration and record keeping.
• HR – Movement forms / Temp requisition / Termination.
• Checklist done and LDC upon request.
• Consolidate Shutdown leave plan.
• Update HR Policies and Procedures.
• Submit allowances and expense claims for approval to GM.
• Assist with preparation and submission of tender documents.
• Collect and submit travel log sheets for approval to GM.
• Vehicle and asset recovery and cost allocations liaise with CM & GM.

Requirements

• Secretarial Diploma
• 5 Years office administrative experience
• Computer literacy (Excel, Lotus Notes, Power Point, Word)
• Ability to work under pressure
• Basic tendering process knowledge/exposure