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Administrative Support Specialist

2 weeks ago

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

This role is designed to provide high-level administrative support to the office manager and project managers in the location office.

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

Responsibilities
  • 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.
  • Reception and switchboard services.
Key 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.
Tender and Vendor Management
  • 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
  • Compilation and assistance of monthly accounts as per cost detail reports and budgets.
  • 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.
  • Arrangement of accommodation and logistics for projects.
  • Filing and archiving of project documents.
  • Outstanding debtors follow-up and reporting.
Administrative Support
  • Company events coordination.
  • General client liaison and correspondence.
  • General housekeeping and supplies procurement.
  • Petty cash management.
  • Timesheet completion and leave administration.
  • Courier services arrangement.
  • Office asset register maintenance.
  • IT-related matters support.
Personnel Services
  • Staff employment and induction processes.
  • Confidentiality and attention to detail.
  • Access control and record-keeping.
Qualifications and Experience
  • Matric and secretarial certificate.
  • B Com: Project Management qualification.
Key Competencies
  • Excellent written and verbal communication skills.
  • Proficient Microsoft Office skills.
  • Organisational, logistical, and time management skills.
  • Team player with a professional attitude.