Administrator & SHEQ Coordinator

Summary of Position

The Administrator & SHEQ Co-ordinator plays a dual role within the Company, combining comprehensive administrative support with Health, Safety, Environmental and Quality (SHEQ) coordination responsibilities. The incumbent will manage day-to-day administrative functions, while actively supporting the branch’s SHEQ compliance obligations in accordance with the Occupational Health and Safety Act 85 of 1993 and applicable ISO standards.

Roles and Responsibilities

Logging and Updating of Jobs

• Opens projects on Acumatica correctly and with all of the necessary information.
• Tracks and updates all jobs that have been logged on the System.
• Compiles job cards.
• Ensures time and travel is captured on the System.
• Schedules jobs to the relevant Branches.
• Follows up on orders not received for work completed.

Appointments Management

• Manages and schedules weekly appointments for relevant staff and Technicians.
• Arranges access for Technicians to go on Site.
• Coordinates scheduling changes and communicates updates to relevant parties timeously.

Transactional Administration

• Ensure pro-forma invoicing gets done timely and accurately and thereby clearing the applicable WIP account and that all supporting documents are correct
• Assists with GRN's.
• Assists with Debits and Credits.

General Admin and Clerical Support

• Updates and maintains the quote directory.
• Prepares letters and documents (when required).
• Completes leave authorisation forms.
• Accurately captures timesheets and overtime.
• Relays queries to the relevant Department.
• Types minutes and distributes them (when required).
• Maintains an efficient Filing System. (This includes processing picking slips and ensuring test results and job documentation is uploaded to the database)
• When Required, assists with:
• *Health and Safety duties (issuing of PPE and filing documentation).*Typing quotes and Tenders.*Ensuring stock is always available for every project (Stock Taking)
• Client Relations
• Assists Clients with quotes.
• Resolves account queries professionally and timeously.
• Attends to all Client problems and requirements.
• Liaises with Clients regarding installation dates.
• Follows up with Clients regarding Jobs and Orders.
• Monitors Client satisfaction after every installation.
• Updates Client portals accurately and timeously (if applicable).

Branch Forecast / Sales

• Actively monitors and updates the branch forecast.
• Coordinates with Operations to ensure jobs are completed on time.
• Assists with sales forecasts and Sales Pipelines as required.
• Assists with Service Desk quotes (if applicable).
• Supports with Sales Order Returns finalisation (if applicable).

SHEQ Administration

• Actively communicates Company policies, procedures and regulations pertaining to employee safety.
• Reviews and updates the ISO System with all the latest revisions distributed by the Quality Manager.
• Ensures compliance with all applicable Health and Safety regulations and maintains records according to established guidelines.
• Implements safe working procedures for all tasks.
• Ensures that all incidents and accidents are properly recorded, reported and investigated.
• Maintains all Safety Statistics, including accidents, injuries, man-hours, lost time and risk assessments.
• Accurately compiles safety files for various sites.
• Compiles non-compliance reports, keeps record of all non-conformities, introduces corrective actions and monitors progress.
• Issues PPE and files all related Health and Safety documentation.
• Establishes a full programme of documented Health and Safety inspections, audits and checks.
• Conducts Hazard Identification and Risk Assessments on a monthly basis.

H&S Training

• Actively assists in identifying Health and Safety training needs.
• Liaises with external Health and Safety consultants in the provision of training programmes and Health and Safety services.
• Assists with induction training.
• Accurately maintains all Health and Safety training records.

Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior

JOB REQUIREMENTS

• Must have a minimum of Grade 12 or equivalent
• Must have a minimum of 3 - 4 years previous experience in an Administration position
• Minimum of 1 year’s experience working in Health and Safety is advantageous.
• Knowledge and understanding of the OHS Act 85 of 1993 and all regulations contained therein.
• Must have extensive knowledge of MS Office
• Experience of Acumatica / ERP systems would be an advantage
• Must have excellent verbal and written communication skills
• Must have a valid driver’s licence and own vehicle

Job Types: Full-time, Permanent

Application Question(s):

• What is your salary expectation for this role?

Education:

• High School (matric) (Required)

Experience:

• Administrative office procedures, practices and equipment: 3 years (Required)
• SHEQ : 1 year (Preferred)

Location:

• Durban, KwaZulu-Natal (Required)

Work Location: In person