Job Details

To provide administrative support to the Operations Manager by ensuring the timeous documentation and information flow within the department

Minimum Requirements

Matric

Admin / secretarial diploma advantageous

Minimum 4 years+ relevant experience in office administration

Experience in document control management processes

Experience in contract management / order processes (advantageous)

MS Office skills essential

Job Specification

Effective office administration

Plan and prioritise office administration functions, including typing, filing, answering phones, photocopying, arranging meetings, preparing agendas and responding to routine correspondence

Arrange travel requisitions for the division as required



Effective query and problem resolution

Facilitate any queries and complaints that arise

Interpret and provide guidance on administrative and operating policies and procedures

Ensure queries and complaints - both customer and internal - are followed up within the set time frames

Ensure queries beyond own control are timeously escalated to management



Effective document and database management

Scrutinise all documentation for correctness before filling in customer files

Ensure optimal co-ordination of documentation flow in order to meet timelines

Ensure all customer files are filled and easily accessible



Accurate, timely, relevant reporting

Compile weekly and monthly reports, manage all administrative functions and provide assistance in terms of archiving all collected documentation on the necessary files

Take responsibility for collecting, receiving, recording, distributing and filing incoming and outgoing correspondence

Prepare a query/discrepancy report for Regional Team Leader on a monthly basis



Effective teamwork and self-management

Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained

Demonstrate consistent application of internal procedures and any relevant company requirements

Plan and prioritise, demonstrating abilities to manage competing demands

Demonstrate abilities to anticipate and manage change

Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organisational

needs

Manage own career development by staying abreast of any technical and industry changes 

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