Project Coordinator and Office Administrator

SUMMARY:
Job Title: Project Coordinator and Office Administrator
Location:  Pretoria East near Silverton
Remuneration: Negotiable salary dependent on work experience

Our client, a specialist Engineering Company providing consulting services to the Mining and Mineral Industries, is looking for an experienced Project Coordinator and Office Administrator to join their team in Pretoria East near Silverton.  

Required qualification and working knowledge:

• Completed Matric
• Own Vehicle
• Valid Driver’s License
• We are looking for your project management work experience in construction and mining.
• This role will require knowledge of sales, orders, supplier invoices, vendor applications, purchase orders, invoices, job cards, log sheets, data analysis, and lab analysis.
• We are looking for some Receptionist and Personal Assistant work experience to provide Personal Assistant support to Directors and office.

POSITION INFO:
Duties & Responsibilities:
Office Administration:

• Clerical duties such as answering phone calls, responding to emails, and preparing documents (office correspondence, memos, presentations)
• Bookkeeping tasks such as following up on supplier invoices and comparing them against purchase orders
• General office data capturing, scanning, and filing
• Monitoring the Time and Attendance system for completeness
• Overseeing housekeeping and cleaning of the office
• Update and maintain inventory levels of office, laboratory, and pilot plant consumables
• Submit weekly timesheets for temporary staff
• Assist with new vendor applications and maintenance of vendor management systems at clients
• Assist in keeping the Weekly Management tracker up to date

• Assist with new project setup by creating a new project setup checklist and making sure this is completed for all projects
• Assist in maintaining the testing and resource schedule
• Monitor sample receiving and capture details and mass timeously
• Review test packs and log sheets for completeness before assisting with data capturing, scanning and saving log sheets, and filing paper test packs and log sheets
• Assist with sample dispatching to suppliers for external tests/ analysis by confirming scope, creating POs and transmittal notes, and arranging transport
• Record sample dispatches on the Sample Dispatch Tracker, monitor, and follow up on progress based on expected completion dates
• Capture external test/ analysis results, save, and file external reports
• Assist in ensuring Standard Operating Procedures are compiled for each task, signed off, and maintained

• Ensure first aid boxes are complete and comply with regulations
• Ensure First Aider certification is maintained and recertifications are scheduled before expiry
• Assist the Managing Director in completing the company’s Safety File and keep the safety file up to date
• Arrange annual medical evaluations for employees