Office Administrator
3 months ago
**Job Context**:
**Servest is a world class business which is innovative and a leader in the Integrated Facilities Management Industry. The company offers an innovative environment that will accelerate your development and skills, as the highest value is placed on attracting top talent to the organisation. Applications that meet the stated requirements are invited for a** vacancy exists for a dynamic and driven Office Administrator to join a team based at our Durban Office. This role reports directly to the Opeartions Executive, in the Landscaping Business Unit.**
**Minimum Requirements**:
- Grade 12 (Matric)
- Certificate/Diploma in Administration (NQF Level 5) or equivalent
- Accounting Qualification will be Advantageous
- 3 years' experience in Human Resources administration
- 5 -10 year’s work experience in a similar role and environment
- Computer literacy Word, Excel, PowerPoint, Advanced Excel and Sage/pastel
- Excellent written and verbal communication skills
- Strong administrative skills with great attention to detail
**Duties & Responsibilities**:
- Consolidating MIs to prevent any duplicates, writing out maintenance orders (billing instructions) for new clients, increases and upsells, writing out cancellation orders and credit notes and Typing of quotations
- Billing & record keeping of both Maintenance and Construction increases.
- Generate & distribution of Increase letters and keep close track of Increases due & follow-ups
- Generate & record keeping of Monthly Construction Maintenance claims -and Construction Payment Certificates - (Subcontractors and Main Contractors) - Retentions
- Financials: Using Accpac to assist management with their financial statements. Making sure that all revenue is billed on time and in the correct month. Weekly reports to be sent to Ops of Billing - Increases - Claims - Construction Payments.
- Generate & record keeping of Monthly Construction Maintenance claims -and Construction Payment Certificates - (Subcontractors and Main Contractors) - Retentions
- EFT & Intercompany Invoicing / submissions
- Assisting managers with any financial admin: Making sure Contract Executive income statements are a true reflection for that specific month
- Monitoring and assisting managers with CPR reports and adjustments
- PO Workflow’s
- Assisting Operations Executive with Financial Report Monthly
- Wages: Uploading Time Sheets on Share Drive before cut-off date, sending abscondment letters to employees
- Wages input registers (Manual leave for Wages) and Salary staff and ensure wage employment contracts are signed and submitted to Payroll for processing
- Assist with all engagement process including contracts of appointment and documentation per HR Checklist
- MIE fingerprints for all new employees and keep results accordingly
- New IT user document submissions
- Handling pay queries and sending them to Payroll before cut-off date and distributing time sheets to all managers on time
- Ensuring death claims, pension fund and resignation claims are submitted to HR for processing
- Organising training sessions for the Contracts and booking of venues thereof
- Consolidating regions documents and making sure submissions are done before deadline
Adhoc Head Office requests / projects and general Office upkeep including refreshments.
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