Office Administrator

Office Administrator

Purpose of Position:

Attend to visitors’ enquiries about the company and it’s product or services, directing visitors to their destinations, sorting and answering incoming calls. Utilizing organizational and interpersonal skills to form good working relationships with all employees and clients. Ensure that all duties to administrative work are carried out timeously and accurately. Assist with ensuring that the office runs smoothly and efficiently and will be the “face” of the Business.

Report to: Director

Requirements:

· Matric / Grade 12

· 2 – 3 years Administration and /or Reception experience

· Possess strong verbal and written communication skills.

· Proficiency in Outlook, Word and Excel (Buildsmart will be advantageous)

· Fluent in English and Xhosa

· Drivers Licence

· General experience of the building and civil engineering industry will be advantageous.

Key Behavioural Dimensions and Skills:

Ÿ Effective verbal and written communication skills

Ÿ Ability to work calmly under pressure.

Ÿ High-level attention to detail.

Ÿ A strong and proven ability to multi-task and prioritize issues.

Ÿ Good interpersonal skills / relationship building.

Ÿ Organizing / arranging / planning skills

Ÿ Not easily persuaded.

Ÿ High ethical standards and confidentiality

Key Responsibilities:

· Operating the telephone direct calls and take messages in a professional manner.

· Courier admin

· Opening of new jobs (Job Registry)

· General administration

· Tenders – Responsible for updating / reapplying all registered documentation – CIDB,CSD,NHBRC, Municipalities as and when required to update expired certificates.

· Collect and drop off tenders.

· Seeking new tenders on all networking and newspapers

· Sourcing all material/subcontractor prices as per bid document (BOQ). Phone and emailing for rates and do the follow up.

· Adjudication of all material prices

· Responsible to go through the bid documents and to complete all returnable documentation.

· To get all certificates ready for the returnable file and to complete the whole bid document including inking in the BOQ.

· Ensure to submit bid documents before the deadline.

· Follow up on all priced submitted tenders.

· Filing of all tenders.

· Recon Credit Card Statement

· Arrange all payments, accommodation, transport, LOA ect.

· Ordering of materials

· Capture material sheets.

· New Suppliers – Compile all the required documents, CK documents, bank confirmation letter ect. for creditors.

· BEE Certificates – Request from supplier and keep records up to date.

· Sub-Contractors – Reconcile all invoices for payment and make sure there is PO numbers.

· Deal with all staff and client enquiries.

· Insurance / Claims – Compile all documents.

· Credit Applications

· New Clients – Make sure all documents are in order.

· Clients Credit Check, TTP

· Book flights and accommodation

Please regard your application as unsuccessful if you have not received any feedback after two (2) weeks.

Job Type: Full-time

Application Question(s):

• How many years of experience do you have as an office administrator?
• Do you have any qualifications? - please mention.
• Do you live in Johannesburg / Gauteng?
• Critical: Have you ever worked with Tender Documentation?
• Have yo ever worked in the construction industry?
• Do you have a drivers license?
• What languages can you speak?

Work Location: In person