Department Administrator

SUMMARY:
Department Administrator (Johannesburg)

The GEOMIN SBU in our Johannesburg office is seeking a suitably qualified candidate to fill the Department Administrator role. This position involves providing comprehensive administrative support to the team, ensuring efficient management of various office functions, and assisting Project Managers with project-related processes. The successful candidate will work closely with the Project Coordinator (PROCO), who will provide oversight and guidance regarding the Administrator's responsibilities and function.

POSITION INFO:

Required Qualifications and Skills:

• A relevant Diploma or Certificate in Administration (or relevant to the specifications)
• 6-8 years of professional experience in office administration.
• Ability to work independently with minimal supervision within a team environment.
• Proven advanced proficiency in MS Office (PowerPoint, Excel, Word, Teams, SharePoint, Outlook).
• Familiarity with ISO 9001 Quality Systems and an understanding of project finances/budgets.
• Excellent organisational skills, tact, diplomacy, and the ability to maintain confidentiality in sensitive matters.
• Strong time management skills to handle multiple tasks effectively.
• Accounting knowledge and experience with procurement and invoicing processes are advantageous.
• Relevant experience within a consulting environment would be beneficial.

• Assist PROCO by Supporting Project Managers in coordinating project meeting schedules, facilitating meeting logistics, taking minutes, and managing communications.
• Providing administrative assistance, including creating requisitions, invoice letters, and budget control sheets with support provided to the PROCO when required.
• Assisting with monthly invoicing, managing project debtors, and ensuring timely collections.
• Capturing timesheets, processing expense claims, and handling requisitions and payments for accounts payable.
• Assist PROCO by arranging travel logistics, coordinating training sessions, and managing Health and Safety reporting and auditing requirements.
• Maintaining and staying updated on client tender and invoicing platforms such as Ariba and Coupa.
• Promoting and monitoring implementation of SRK’s ISO 9001 Quality Management System, conducting audits, and reporting on non-conformities.
• Opening and managing projects on internal systems, monitoring finances/budgets, and administering compliance processes.
• Compiling tenders, facilitating timely submissions, and coordinating SBU meetings.
• Managing general office coordination and ensuring internal communication of procedures and policies.
• Supporting professional registration processes and the arrangement of necessary PPE for site requirements.

• Pay above-average packages for good performance and monitoring the remuneration structure in each relevant market so that we don’t fall behind;
• Accommodate individual preferences for work assignments and schedules as far as possible;
• Support an open-door policy. Where employees feel they have difficulty in discussing concerns with their seniors, they have direct access to any Partner, Member of the Human Resources Committee or the Human Resources Manager and ultimately the Managing Director.