Senior Administrator

SUMMARY:
https://app.ismartrecruit.com/jobDescription?x=E7pd2F0ZXJzaGVkY29uc3VsdGluZy5jby56YV8xNjc0X0VYRUNVVElWRVBMQUNFTUVOVA==Q9e

POSITION INFO:

Our national client in the Civil Engineering Industry is seeking a proactive and well-versed Senior Administrator to join their winning team in Durban. 

Duties:

OFFICE ADMINISTRATION
• Prepares, formats and proof reads technical reports and documents.
• Takes minutes at meetings and distributes thereof.
• Compiles tenders and ensures documentation is certified timeously as and when required
• Compiles, submits and tracks invoices to clients as and when required.
• Processes external supplier’s invoices as and when required.
• Delivers and collects documents.
• Handles all divisional correspondence.
• Files all documentation in accordance with Quality Management System.
• Orders, monitors and distributes stationery for the Executives.
• Makes travel arrangements for the Executives.
• Maintains Technical Executive’s diaries.
• Captures Technical Executives timesheets on Proman.
• Organises catering and sets up meetings for the executives and liaises with HR for budgets.
• Formulates PowerPoint presentations.

GENERAL ADMINISTRATIVE DUTIES
• Provides support and assists with work overflow as needed by the management team.
• Vision system administration

TENDERING DUTIES
• Collates and submits supplier database applications.
• Liaises with Head Office and Business Unit Manager to arrange briefing attendance.
• Downloads necessary tender documents and updates tender calendar.
• Compiles tenders, ensuring correct and timeously submission – updates tender results.
• Manages tender correspondence in line with internal and external guidelines.
• Accurately inputs tender milestone dates into the Tender Tracker system.
• Assists in the management of data related to the tendering process.

FINANCIAL DUTIES
• Collates invoices for client within the defined deadline of the 5th of the month.
• Follows up on debtors in terms of 45/60 days in liaison with Divisional Manager.
• Follows up on submission of creditors invoices to be received monthly, with constant follow up.
• Maintains project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.
• Adheres to the policy rules as set in the HR-PO-Travel Policy when booking accommodation, flights, etc.

STRATEGIC SUPPORT
• Monitoring progress of all SANRAL WA’s for the Division.
• Monitoring monthly PPP Revenue Fee claim.
• Recording deviations to monthly PPP Revenue Fee claim.
• Tracking recovery of negative deviations.
• Fortnightly monitoring of debtors exceeding 30 days.
• SANRAL IT IS Reporting
• Preparation of tier 2 procurement documentation and tender evaluation reports.
• Adhoc project management assistance on various projects.
• Administration support to the Divisonal Technical Executive

Requirements:

• 8-10 years experience in a similar role within a civil engineering environment.
• Matric (essential)
• Project management of office administration qualification (advantageous)
• Driver's license (essential)
• Strong project, tender and finacial administration experience.
• Advanced MS Office skills
• SANRAL project administration experience (advantageous)
• Stakeholders coordination experience (essential)