OFFICE ADMINISTRATOR

SUMMARY:
A challenging opportunity is currently available for a top performing Office Administrator to work hand in hand with the Chief Executive Officer and Directors of Akhile Management and Consulting (Pty) Ltd at its Pretoria offices.

POSITION INFO:

PURPOSE AND OBJECTIVE

A matured, well-seasoned, energetic candidate is required for this position, as the successful applicant will have to be proactive, take initiative and make quick decisions.

MANDATORY REQUIREMENTS

• 3-year Diploma or Degree in Office / Business Administration, or B.Comm with Human Resources modules;

• 7-10 years Office Administrator experience; and 

• Drivers license and own transport.

SKILLS AND COMPETENCIES

• High attention to detail;

• Ability to maintain confidentiality at all times;

• Ability to work under pressure and meet tight deadlines;

• Ability to prioritise deliverables and manage and co-ordinate tasks and resources to abide by deadlines;

• Excellent command of the English language (verbal and written);

• Proficiency in Microsoft Office [Excel, Outlook, Word and PowerPoint];

• Ability to proactively identify bottlenecks or delays and communicate these upfront together with resolutions;

• Advanced working knowledge of business compliance in accordance to the Companies Act of 2008, including SETA compliance (i.e. collation of the WSP and training funding);

• Understanding of the public work tender process is advantageous;

• Background knowledge of human resources management is advantageous.

SUMMARY OF KEY ROLES AND RESPONSIBILITIES:

Essential key duties and responsibilities include the following (but not limited to):

• Human Resources:  Maintain staff register, staff files, staffing requirements, leave register, leave accruals etc. – weekly and monthly;
• Update UIF forms, as required;
• Manage workplace skills plan and annual training plan and report;
• Skills development compliance and reporting; 
• Labour Relations Compliance;
• B-BBEE – annual renewal;
• Employment Equity - annual;
• Maintenance and compliance of contract register, both suppliers and customers - monthly;
• Manage bank accounts and ensure bank account compliance;
• Check invoices received from suppliers for correctness;
• Review and execution of payments, maintain payment listing – weekly or as directed; 
• Liaise with Accountant and Auditors, as and when required;
• Execute timeous VAT, PAYE, UIF, SDL submissions to SARS;
• Weekly cashflow and reporting to Board of Directors;
• Reconciliation overview of petty cash, staff leave, bank account, cashflows;
• Maintain and update the Insurance Portfolio, monthly, or as required;
• Maintenance and upkeep of electronic file structure, as directed; liaise with IT specialists to resolve problems;
• Maintain and upkeep of office, keys and access tags, organise repairs and upgrades, as required;
• Oversee tender processes and compliance issues – check register, as required and advise management accordingly;
• Assist in the preparation of tender documents and the co-ordination of the preparation and delivery of the tender documents.  Record the information electronically, check for compliance, completeness and quality of tender;
• Assist in the preparation of emergency tenders and quotations;
• Assist with all enquiries relating to tenders, both internal and external;
• Overview weekly reports – Consultants – weekly progress, access reports, telephone usage;   
• Prepare monthly management reports as required;
• Update Akhile structure, delegations and administration roles and responsibilities and send to Directors for approval, as required;
• Update and maintain company asset register;
• Assist with recruitment and selection, as required;
• COIDA (Workman’s Compensation);
• Supervise and oversee, Receptionist, Administrative Assistant, Office Cleaners, General Worker and Interns; 
• Assist with the performance review process for staff;
• Arrange monthly MANCO meetings and Record, Compile, Transcribe and Distribute minutes of MANCO meetings;
• Review of Akhile Policies;
• COVID-19 Compliance Officer, Office Readiness and Daily Compliance (Review of Policies and Forms and to conduct Monthly Audits); and
• Any other administrative tasks and assisting with other ad-hoc and/or personal tasks from time-to-time.

NB! This job is now closed. You can apply for other jobs by uploading your CV.