Administrator

SUMMARY:
ADMINISTRATOR
 
We are looking for a proactive and driven Administrator to join our dynamic team in Westville, where you will play an integral role in the coordination and administration of major projects.
Are you a highly organized, detail-oriented professional with a passion for supporting the successful delivery of civil engineering projects? We are looking for you!
This is an excellent opportunity to become part of a collaborative, fast-paced environment and contribute to impactful engineering initiatives across the region.


DUTIES INCLUDE:

Office Administration

• Delivering, collating, arranging and collecting documents
• Compiling and submitting invoices to clients.
• Making travel arrangements for the division.
• Maintaining manager’s diary.
• Organizing of catering and setting up meetings for the division in accordance to budgets.
• Minute taking at meetings and distribution thereof.
• Handling of all office and inter-office correspondence.
• Filing of all documentation in accordance with QMS.
• Capturing of manager’s times sheets on Proman.
• Prepare reports and presentations for the division.
• Processing external supplier invoices.
• Tracking, monitoring, reconciling and requesting Petty Cash.
• Assist with following up / updating Debtor’s List.
• Submitting and tracking of Internal supplier and sub-consultant invoices.
• Creating new office telephone codes and new office files as and when new projects arise.

• Collating and submitting supplier database applications.
• Attend briefings / openings, compile minutes thereof.
• Update tender schedule.
• Download necessary tender documents, update tender calendar.
• Assist with compilation of tender ensuring it is done correctly and certified timeously.
• Follow up on tender results.
• Co-ordination, compilation and completion of tender documents.
• Coordinate collection of tender documents and tender delivery ensuring submissions are made on time.
• Assist with key tender milestones and with tender administration processes to ensure they are accurately completed to meet deadlines.
• Manage tender correspondence in line with internal and external guidelines
• Accurate inputting of tender milestone dates into the Tender Tracker.
• Assists in the management of data related to the tendering process.

• Minimum of 5 years’ experience in the administration within a Civil Engineering or Construction environment
• 3-5 years administrative experience working with corporate Tendering
• Excellent communication and interpersonal skills
• Strong administrative capabilities and report writing skills
• Fully proficient in MS Office Suite on an advanced level
• Valid Driver’s License Code EB
• Own Vehicle

POSITION INFO:
Disclaimer : Preference will be given, but not limited to, disabled candidates from designated groups in terms of the Employment Equity Act. Correspondence will only be conducted with shortlisted candidates. Should you not hear from us within four weeks, please consider your application unsuccessful. By Submitting your information and application, you hereby confirm that you have read and understood our POPI Privacy Policy, and that you have no objection to us retaining your personal information. In addition, you consent to having your information processed and transferred and possibly stored on our servers. In addition, you also confirm that the information you have provided to us is true, correct and up to date. If you have any additional questions about our collection and storage of data, please contact our information officer.