Project Administrator
3 days ago
Job title : Administrator (Aviation Services)
Job Location : Gauteng, Johannesburg
Deadline : April 18
Job DescriptionPrimary Responsibilities: In conjunction with the business strategy set by the BA Business Manager and respective Operations / Commercial Manager, provide a financial and administrative service for the BA- Aviation Compliance and its customers in accordance with the SGS Group policies.
This will be achieved by compliance to all relevant SOP's.
Specific Responsibilities:- Perform all duties in accordance with the SGS Statement of Integrity.
- Familiarization with aviation audit and advisory processes and practices.
- Conduct documented planning as per KPI's targets.
- Conduct a contract review and implement proposal requirements defined in specific Aviation SOPs.
- Appropriate use and handling of Client Data / Proposal / Service Offers and Extranet.
- Draft and maintain an Income / Expense Plan together with the Business Manager: BA and Operations / Commercial Manager based on the budget, company register, and diary.
- Invoice clients within 5 days of completion of the service in the month in which audits and training occurred in accordance with the diary.
- Invoicing is done in accordance with contractual arrangements including annual incremental increase and price lists, where applicable.
- The Financial Administrator has overall responsibility for the following:
- Debtors control.
- Placement of orders.
- Processing of credit notes (divisional interface).
- Liaison with the financial department.
- Daily invoicing and production and processing thereof.
- Profitability analysis as per plan.
- Monthly forecast (to be updated weekly) and Rolling revenue forecasts at least a quarter in advance.
- Assist advisors with travel and accommodation arrangements and payments.
- Provisions regarding direct expenses related to audit and training activities which will at least include royalties, sub-contractor fees, associated travel and subsistence, desk studies, reporting, etc.
- Preparation of purchase orders before training, audit, or any other sector activities are conducted.
- Up-keeping and maintenance of financial records.
- React promptly to client enquiries and ensure service excellence.
- Recommend payment of sub-contractor invoices and other expenses to the Operations Manager ensuring compliance with the Company's set limits of authority.
- All invoices for payment, or RFI's, should be received along with audit report packs from sub-contractors.
- Ensure that payment is only processed if a purchase order exists.
- Assist Commercial Manager with Tenders.
- Adhere to all quality and safety requirements of the SGS management system.
- Compile weekly and monthly reports.
- Promote the image, capability, and integrity of SGS to our clients.
- Maintain effective client liaison in the course of above duties.
- Be compliant to all SGS QHSE and HR policies and procedures.
- Support the Commercial Manager in Managing aviation projects for Clients.
- Support the Commercial Manager in Maintaining professional contact and effective working relationships with Clients.
- Discharge the administrative duties required for the efficient conduct of their position.
- Perform all duties in accordance with the SGS Statement of Integrity and Professional Conduct.
- Comply with all relevant SGS Aviation operational quality policies and procedures.
- Comply with all relevant BASOP's.
- Comply with all relevant SGS BA South Africa operational quality policies and procedures.
Education: Matric (Grade 12). Languages: Proficiency in English & Afrikaans (Read, Speak, Write). Any other languages an added advantage.
Experience: 5 years financial / administrative experience. Experience of working in a small team environment.
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