PA to Maintenance Executive

Bombela Operating Company LTD.'s job vacancy, Career and Recruitment

Job title : PA to Maintenance Executive jobs in Gauteng

Job Location : Gauteng, Johannesburg

Deadline : May 08, 2024

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Purpose

To support the Executive Maintenance and all Maintenance Division staff with administrative tasks

Principal Accountabilities
Support the Maintenance Executive and all Maintenance Division staff with all administrative tasks.
Liaise with all Divisions and ensure relevant policies and procedures are communicated to everyone.
Perform all administrative duties within the Maintenance Division.
Work effectively with Maintenance team to provide operational and excellent services

Specific Responsibilities

Handle all administrative tasks effectively but not limited to – Setting up meetings, Filing (inclusive of document control system updates), Minute taking, Issue and distribute minutes of meetings.
Manage Maintenance Division staff time keeping report
Process all Maintenance Division Timesheets, On-Call forms and Fuel Claims to HR timeously
Participate in process flow administrative tasks such as – Issue monthly reporting template (based on information queries) and follow-up on progress, Collate information received, Collate Division reports and review before submission to the Maintenance Executive
Manage formal correspondences – compile and review letters, progress monthly meeting with Managers,
Manage records in Division storage systems – SharePoint, Papertrail etc.
Advise Finance Division of updated reimbursive list including final penalty amount and follow-up on the credit note/invoice for reimbursement
Arrange international flights, safety induction, access cards etc. for visitors
Control office stationery and other supplies
Ensure settlement of new staff and compliance to onboarding process in Maintenance Division
Compile and manage applicable work processes and procedures for better office management
Manage and coordinate Maintenance Executive calendar, working closely and effectively on upcoming commitments and responsibilities with appropriate follow-up
Prioritize conflicting needs and handle matters proactively to manage deadline pressure
Keep records of expenses, signed invoices and provide monthly report to Maintenance Executive
Thorough review of invoices before submission for the Executive approval and follow-up for payment with Finance Division
Manage Maintenance Division purchase requisition and orders in the Procurement Sage system including placing orders on instructions
Warmly receive visitors, manage phone calls and correspondences wih professionalism
Perform duties in line with agreed business focus areas
Manage all secretarial duties within the Maintenance Division
Undertake any other duties as assigned.

Profile

Educational Level

Qualification in Office Management/Administration and Secretarial studies

Other Technical/ Professional Skills/Qualifications
Excellent Computer Literate – MS Word, Excel and PowerPoint at intermediary level

Years of Experience
At least ten years working experience in a similar position with technical exposure.

Desirable Traits
Interpersonal Skills
Proficient Communication Skills
Excellent organiser
Team player
Show initiative and innovative
Strong Administration Skills
Thorough attention to detail
Meticulous report writing, report review and taking of minutes
Must have a sense of urgency
Effective multitasking
General technical knowledge and exposure

*Administrative / Management jobs in south africa
*PA to Maintenance Executive in Johannesburg

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