Administration Coordinator

4 weeks ago


Johannesburg, South Africa Minopex Full time

**Introduction**

This position will be based at the Head Office in Woodmead.

**Description**

The purpose of this position is to provide a professional clerical and administrative support service to the Advisory department / team.

**Duties and Responsibilities**:

- Identify, develop, document and implement administrative and office procedures for the Advisory Department.
- Provide complex administrative support to the Advisory Team.
- Prioritise a broad range of complex issues and decide on a course of action.
- Arrange logistics for on
- and off-site meetings and events.
- Manage the reporting of the Advisory Department’s events, conferences and training for the department.
- Manage all aspects of the Advisory Team’s schedules, commitments, and travel arrangements (including visas/ work permits) using a high degree of discretion, diplomacy and organisation.
- Exercising significant ownership, professional judgment and independent initiative, and anticipate and respond to continually changing scheduling challenges and conflicts on behalf of and without explicit direction from the Advisory Team.
- Review and prioritise incoming correspondence to determine its significance and plan for distribution.
- Compose and send out correspondence to both internal and external recipients.
- Perform various administrative responsibilities as needed in support of the Advisory Department.
- Help fulfil the overall goals of the department by performing additional tasks as assigned.
- Prepare and/or coordinate preparation and compilation of presentations, reports, and other material in support of the Advisory Team’s activities and meetings.
- Participate actively in quality, process improvement and re-engineering efforts.
- Emphasize continuous improvement, root cause analysis, and best practices. Examples: electronic file management system; internal and external department communications tools and databases.
- Organize and maintain department electronic and paper filing systems, archive and retrieve records and ensure that the appropriate department staff responds to critical deliverables in a timely manner.
- Oversee the Advisory Department’s weekly and monthly time reporting/ timesheets.
- Track and manage action items for the Advisory Team and coordinate and support communications flow among the team.

**Qualification Requirements**:

- Grade 12
- Secretarial Diploma

**Experience and Skills Requirements**:

- Minimum 5 years’ experience in a similar role in a projects environment
- Relevant projects administration, proposals and commercial experience in the EPCM/ Mining environment is essential
- Full Microsoft Office Suite at minimum intermediate level, including MS Projects
- Knowledge of ISO 9001, ISO14001 & OHSAS 18001
- Project management experience will be an added advantage
- English language proficiency
- Planning and organisational skills
- Excellent communication skills (written and verbal)
- Time management skills
- Accuracy and attention to detail
- Proactive, takes initiative and is results driven
- Valid driver’s licence code B, EB or C1



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