Office Coordinator Manager

1 week ago


Durban, KwaZulu-Natal, South Africa iX engineers (Pty) Ltd. Full time

This role requires a highly skilled and experienced administrative professional to provide support to the office manager and project managers in the location office.

The successful candidate will be responsible for a wide range of administrative tasks, including typing reports, correspondence, minutes, cost estimates, quotations, progress reports, etc.

Main Responsibilities
  • Administrative support to the office manager and project managers.
  • Preparation of reports, correspondence, and minutes.
  • Assistance with compilation of letters, progress reports, and editing of minutes and reports.
  • Binding and collation of reports and tender documents.
  • Update of office report regarding utilisation, budgets, debtors, active projects, proposals, opportunities, and office financials.
Accountabilities
  • Pursuit documents – completion of BnB, risk, CSOC, and NPIS forms for proposals/projects, uploading to SharePoint.
  • Project files – provision of documentation for creation of project files for new projects and update as required.
  • Documents – scanning and saving relevant documents, updating project file with hard copies.
Operations and Logistics
  • Tenders and vendor registrations – assistance with compilation and completion of tender documents and vendor registrations within required deadlines.
  • Maintenance and update of office tender register and vendor registration register.
  • Financial administration, including compilation and assistance of monthly accounts.
  • Invoice processing, including verification of invoices and supporting documentation.
  • Submission of documentation for cost controller review and approval.
  • Vendor/sub consultant agreements – completion and submission for approval.
  • Verification of vendor/sub consultant invoices and approval process.
Human Resources and Personnel Services
  • Staff employment and induction processes.
  • Confidentiality and attention to detail.
  • Access control and record-keeping.
Professional Qualifications and Experience
  • Matric and secretarial certificate.
  • B Com: Project Management qualification.
Key Performance Indicators
  • Timely completion of administrative tasks.
  • Accuracy and attention to detail.
  • Effective communication and teamwork skills.
  • Continuous learning and development.


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