Key Responsibilities
1. Travel and Project Administration
- Coordinate and arrange travel, accommodation, and logistics for project teams.
- Prepare travel schedules and supporting documentation.
- Compile and submit travel-related expenses and reconciliations to management.
- Maintain records of travel expenditures and approvals.
2. Payroll and Wage Administration
- Prepare monthly wage and salary information for submission to payroll.
- Verify employee attendance records, overtime, leave, and timesheets.
- Ensure payroll information is accurate and submitted within required deadlines.
- Maintain confidential employee payroll records.
3. Human Resources Administration
- Manage employee leave records and leave balances.
- Coordinate employee onboarding and personnel documentation.
- Act as liaison between the company and external Human Resources service providers.
- Coordinate disciplinary processes and hearings.
- Maintain disciplinary records and ensure compliance with labour legislation.
- Assist management with employee performance and personnel matters.
4. Compliance and Management Systems
- Maintain the company's compliance profile and management systems.
- Ensure company procedures, policies, registrations, certifications, and records remain current and valid.
- Monitor document expiry dates and provide advance notifications to management.
- Coordinate updates to company procedures, risk assessments, safe work procedures, and compliance documentation.
- Ensure contractual obligations and service level agreements are properly administered and maintained.
- Assist management in maintaining company reputation, compliance standards, and operational excellence.
5. Legal and Regulatory Administration
- Maintain and update the company's legal and statutory files.
- Monitor compliance requirements and ensure all supporting documentation remains current.
- Maintain records relating to:
- VAT compliance
- SARS registrations and compliance
- Compensation Fund documentation
- Central Supplier Database (CSD)
- B-BBEE documentation
- Contractor and subcontractor compliance records
- Company registrations and statutory documents
- Coordinate submissions and renewals where required.
6. Meeting Coordination and Administration
- Schedule and coordinate weekly management meetings.
- Chair management meetings when required.
- Prepare meeting agendas and distribute supporting documentation.
- Record and distribute meeting minutes.
- Track action items and follow up with responsible parties to ensure completion of assigned tasks.
7. Financial Administration and Bookkeeping Support
- Prepare quotations and invoices.
- Maintain invoice and quotation registers.
- Assist with bookkeeping and financial administration functions.
- Monitor debtor and creditor records.
- Maintain financial filing systems and supporting documentation.
- Assist management with financial reporting requirements.
8. Operational Administration
- Prepare waste manifests and related environmental documentation.
- Compile incident reports and maintain associated records.
- Verify that services invoiced have been completed and delivered.
- Track quotations, invoices, service delivery confirmations, and payments through the company's invoice tracking system.
- Assist with client administration and project documentation.
Minimum Requirements
Education
- Diploma or Certificate in Bookkeeping, Office Administration, Human Resources, Finance, Environmental management, or a related field.
Experience
- Minimum of 3 years' experience in administration or office management.
- Experience with payroll administration.
- Experience coordinating HR and disciplinary processes.
- Experience in bookkeeping, invoicing, and financial administration.
- Experience maintaining compliance and legal documentation.
- Experience taking minutes and managing meetings.
Send CV: [email protected]
CC: [email protected]
Work Location: In person
