Technical Office Administrator

4 weeks ago

Kempton Park, South Africa Job Masters Full time

Technical Office Administrator BAAN Engineering - Spartan

Minimum requirements:

  • Matric
  • Relevant qualification in Office Administration
  • Minimum 3 years experience in a similar role
  • Minimum 1 year experience working with BAAN

Salary offer: R420K TCTC per annum

Required Skills:

Knowledge and experience of relevant software applications -

spreadsheets, word processing, and database management Knowledge of administrative and clerical procedures and duties Knowledge of business principles

Problem solving and decision making skill

Proficient in spelling, punctuation, grammar, and other English language skills Proven experience of producing correspondence and documents

Proven experience in information and communication management Verbal and written communication skills | Attention to detail Confidentiality | Planning and organizing Time management

Strong interpersonal skills | Customer-service orientation Initiative

Key Responsibilities:

Record keeping of departmental employee files, and training records.

Leave management of department and processing of leave applications for employees without electronic access.

Timesheet allocations on Baan, allocate electronic copies to the relevant job electronic folder and overtime recording for payroll purposes.

Assist with work visa applications and approvals for department.

Arrange bookings and payments for employee medicals and related special safety training.

Implement and maintain new office systems.

Open new enquiries on the relevant portals (Excell, infor., Electronic folders)

Open new jobs on the relevant portals (Excell, infor. Electronic folders)

Administrate new orders for by performing order intake, reconciliations and closures per job.

Maintain monthly financial (Order intake and closure) tracking system.

Invoicing and distribution to the relevant stakeholders.

Create purchase orders on Infor, allocation to the correct job, manage payment requirements, and GRN of invoice once work is completed.

Manage all closures by performing a recon and following up on all outstanding invoices, work orders and postings.

Manage all financial journals needed to be executed by the finance department, from a job to internal department.

Generate credit notes when required.

Ensure border letters for departmental bakkies.

Travel insurance and travel arrangements for department staff where needed.

Annual and ad-hoc PPE orders and management of orders.

Printing of training materials for the internal training officer if needed.

Handle incoming email and other material | Set up work procedures | Maintain databases.

Communicate verbally and in writing to answer enquiries and provide information or direct to relevant persons | Liaison with internal and external contacts.

Coordinate the flow of information both internally and externally.

Ordering and maintaining departmental stationery and equipment supplies.

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