Senior Administrator

2 weeks ago

Westville, South Africa Naidu Consulting Full time

**SENIOR ADMINISTRATOR - REF NC0523 SACD01**

**CONTRACT DEVELOPMENT AND MANAGEMENT SERVICES**

**Job Specifications**:
**Minimum Requirements**

Must have secretarial experience in a Civil Engineering or Construction environment for at least 5 years.

Position is based in Westville.

**Minimal Requirements**:

- Office Administration Qualification (Advantageous)
- Familiarity with the practices and procedures used in the civil engineering industry
- Fully compliant with MS Office Suite on an advanced level
- Proficiency in formulating PowerPoint presentations
- Must be organised, practical, hardworking and diligent
- Must have excellent communication and interpersonal skills
- Good administrative capabilities and report writing skills
- Valid Driver’s License Code EB and Own Vehicle

**Duties**

**1. Office Administration**
- Prepare, format and proof read technical reports and documents.
- Assist in the preparation of regularly scheduled reports, e.g. Client Reports.
- Take minutes at meetings and distribute thereof.
- Compile tenders and ensure documentation is certified timeously.
- Compile, submit and track invoices to clients.
- Process external supplier’s invoices.
- Deliver and collect documents.
- Handle all office correspondence.
- File all documentation in accordance with Quality Management System.
- Order, monitor and distribute stationery for the division.
- Make travel arrangements for the division.
- Maintain managers’ diaries.
- Capture manager’s or staff’s timesheets on Proman.
- Process all leave for site staff as an impersonator for on Employee Self-service System (ESS).
- Organise catering, set up meetings for the division and liaise with HR for budgets.
- Formulate PowerPoint presentations.
- Demonstrate innovation by establishing new administrative best practices processes or initiatives for the division.

**2. Tendering Duties**
- Attend briefings / openings, compiles minutes thereof.
- Timeously and accurately capture, updates and maintains BID information on Vision Software for monthly reporting.
- Update tender schedule.
- Download necessary tender documents and updates tender calendar.
- Assist with compilation of tenders, ensuring it is done correctly and certified timeously.
- Follow up on tender results.
- Co-ordinate, compile and complete tender documents.
- Co-ordinate, collection of tender documents and ensures that tender submissions are made on time.
- Assist with key tender milestones and with tender administration processes to ensure they are accurately completed in order to meet deadlines.
- Manage tender correspondence in line with internal and external guidelines.
- Accurately inputs tender milestone dates into the Tender Tracker system.
- Assist in the management of data related to the tendering process.
- Ensure all bid submissions are accurately and efficiently compiled, ensure that all statutory documentation is compliant and included in the tender document

**3. Financial Duties**
- Collate invoices for client within the defined deadline of the 5th of the month.
- Follow up on debtors in terms of 45/60 days in liaison with Divisional Manager.
- Follow up on submission of creditors invoices to be received monthly, with constant follow up.
- Maintain project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.
- Adhere to the policy rules as set in the Policy when booking accommodation, flights, etc.

Interested parties may send their comprehensive CV by the deadline of 17 May 2023.

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