Office Administrator

SUMMARY:
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POSITION INFO:

Key Performance Areas & Duties

• • Resilience and Interpersonal Skills: Demonstrate resilience and possess excellent interpersonal skills to effectively collaborate within multidisciplinary
  • Project Management: Take on the role of project management and report progress to the management as necessary.
  • Multitasking: Manage multiple projects and teams concurrently, even outside standard office hours, to meet project objectives.
  • Communication and Presentation: Exhibit strong communication and presentation skills for effective interaction with colleagues, clients, and
  • ProgressReporting: Regularly report progress on assigned tasks and projects when requested.
  • Quick Learning: Demonstrate the ability to quickly learn and apply new concepts and technologies.
  • High-Pressure Environments: Be able to work extended hours under high- pressure environments to meet project deadlines that may change
  • Assisting Management: Provide assistance to management as required and follow instructions diligently.

• Manage day-to-day administrative tasks with precision and
• Handle data capturing and processing with strong attention to
• Utilize Pastel/Sage and Excel for financial tasks and
• Coordinate and process visa applications, ensuring compliance with all
• Provide organizational support to the team and assist with offshore-related
• Leadership responsibilities, if applicable, based on
• Assisting the Finance team in tasks related to logging of credit card receipts, vendor documentation and related requests from management
• Taking of minutes for meetings and presenting them in the format required by management and clients
• Managing team logistics including flights and accommodations
• Tracking of service engineers in the field as to provide availability of engineers in the field to assist with team management and project management
• Ensuring all administrative tasks for all service engineers are completed and verified to comply with the company standards
• Being available after hours to complete tasks issued by management which are time sensitive
• Interacting with service engineers respectfully, supportively and enforcing compliance with company standards

• Supplying management with data in the requested format
  • Ensuring all service engineers documents and compliance certificates are kept up to date
• Supporting the company with marketing on the required platforms and events

Competencies and Behaviour

• Excellent written and verbal, professional communication skills
• Self-motivated with the ability to work with or without external deadlines and instructions
• Avery high level of ethics and integrity – always working to professional and corporate guidelines of Dynamic Marine Surveys & Solutions.
• The ability to work well within a team, and grow via coaching and mentoring others
• Sound Always working to “best-practice” guidelines and driving high-quality work output in all things.
• Strong analytical skills (systematic approach, good at problem solving, understanding of complex systems).
• Flexibility (good at multi-tasking, ability to work on various tasks simultaneously).
• Ability to build strong partnerships through trusted
• Arriving timeously for work

Office and Team Coordination

• General office management and administrative support to the team
• Filing, document control, and record-keeping
• Scheduling and coordination of team movements
• HR and Administrative Support

• Tracking employee leave, attendance, and timesheets (weekly, monthly, annually)
• Assisting with onboarding and offboarding/demobilization of personnel
• Preparing and compiling data packs for team deployments
• Financial Administration

• Reconciling credit card and petrol card statements with receipts
• Managing petty cash
• Monitoring and reconciling project-related expenses
• Procurement and Asset Management

• Issuing and tracking PPE
• Maintaining an accurate register of company assets
• Handling vendor registrations and submission of required documents