Office Administrator – Responsibilities section tailored for a rope access / industrial services company running project-based work (shutdowns, callouts, site jobs, cross-border mobilisations).
Office Administrator – Key Responsibilities
1) Front Office & Communication
- Manage incoming calls, emails, and walk-in queries; route to the correct project/site lead.
- Maintain professional communication with clients, suppliers, and subcontractors.
- Prepare meeting agendas, take minutes, and track action items for internal project meetings.
2) Project Administration (Core)
- Open and maintain project files (digital and hard copy) for each job/shutdown/callout.
- Ensure all project documentation is complete and correctly filed (scope, PO, quotes, variations, timesheets, sign-offs).
- Track project milestones and admin deliverables (mobilisation dates, access permits, client approvals, close-out packs).
- Support project managers with daily admin tasks and reporting.
3) Quoting, Purchase Orders & Job Cost Control Support
- Assist with preparing quotations, RFQs, and tender admin packs (as directed).
- Log and track client purchase orders, job numbers, and approvals before work begins.
- Capture and track variation orders (scope changes) and ensure written approval is obtained.
- Maintain a simple job cost tracker (labour days, travel, accommodation, consumables) for management review.
4) Scheduling, Logistics & Mobilisation Support
- Coordinate travel, accommodation, and transport for rope access teams and supervisors.
- Assist with mobilisation planning: site access requirements, induction bookings, and arrival schedules.
- Arrange equipment dispatch/returns (PPE, ropes, tools, NDT gear) and coordinate with stores/technical teams.
- Support cross-border admin (where applicable): document packs, checklists, and logistics coordination.
5) Compliance Documentation (Rope Access / HSE Admin Support)
- Maintain up-to-date records for staff certifications and medicals (e.g., IRATA, working at height, confined space, first aid).
- Track and file safety documentation per project: HSE plans, risk assessments, method statements, PTW packs, toolbox talks.
- Ensure client-required documents are submitted on time (vendor packs, COID/insurance letters, ISO certificates, etc.).
- Assist with compiling project close-out packs including HSE and QA documentation.
6) Timesheets, Attendance & Payroll Inputs
- Collect, verify, and file daily timesheets from site teams (including overtime, standby, and callout hours).
- Track leave, absenteeism, and site attendance registers.
- Submit approved payroll inputs to finance/HR within deadlines.
7) Invoicing & Debtors Support (Project-Based Billing)
- Prepare invoice support packs: signed timesheets, delivery notes, job cards, completion certificates, PO references.
- Submit invoices to clients according to their billing rules and timelines.
- Follow up on outstanding documentation that delays invoicing (client sign-offs, PO numbers, variation approvals).
- Assist with debtor follow-ups by providing proof of work completed and submission records.
8) Supplier & Subcontractor Administration
- Request and compare supplier quotes for project needs (travel, consumables, equipment hire, services).
- Create supplier files and maintain compliance documents for subcontractors (insurance, certifications, agreements).
- Track subcontractor timesheets, invoices, and supporting documents against project scopes.
9) Office Operations & Asset/Stock Admin Support
- Manage office supplies, printing, stationery, and general admin procurement.
- Maintain basic registers for issued PPE/tools (issue/return logs) in coordination with stores.
- Keep internal templates updated (quote templates, job packs, checklists, letters).
10) Reporting & Continuous Improvement
- Produce weekly admin status reports: projects opened/closed, invoices submitted, missing documents, upcoming mobilisations.
- Identify recurring admin bottlenecks (late timesheets, missing sign-offs) and propose process improvements.
- Maintain confidentiality and accurate records in line with company policies.
Pay: R6 000,00 - R8 000,00 per month
Ability to commute/relocate:
- Pretoria, Gauteng: Reliably commute or planning to relocate before starting work (Preferred)
Education:
Experience:
- Work: 2 years (Preferred)
Language:
- English / Afrikanse (Preferred)
License/Certification:
- Drivers Licence (Preferred)
Location:
- Pretoria, Gauteng (Preferred)
Willingness to travel:
Work Location: In person
