Introduction
The Administrative Assistant plays a vital role in supporting both management and the OEM department. This position combines general administrative responsibilities with executive support to ensure seamless coordination of departmental activities and management functions.
Key Duties & Responsibilities
- Provide administrative support to the Project Administrator, including workshop overtime and PRP entries.
- Assist in daily administrative functions and maintain accurate records and filing systems.
- Help the Project Administrator with regular project updates and reporting.
- Deliver executive-level administrative support to management, including the preparation of reports, presentations, and professional documentation.
- Coordinate travel logistics, accommodation bookings, and itineraries, and assist with visa and passport applications for management personnel.
- Draft and edit official correspondence, emails, memos, reports, and other documents on behalf of management.
- Organise logistical arrangements and material preparation for site-related projects.
- Manage and maintain OEM project files on the server, ensuring accessibility and proper organization.
- Assist the Project Administrator with credit card expense capturing using the Intact system.
- Coordinate accommodation and meal arrangements for site-based employees.
- Perform general administrative tasks, such as filing, scanning, copying, and data entry, to ensure efficient office operations.
- Liaise with departments like Finance and Operations to streamline supplier onboarding and ensure the timely submission of required documentation.
- Ensure adherence to company policies, procedures, and relevant regulatory requirements related to procurement and accounts payable.
- Collaborate with receiving departments to verify the delivery of orders and resolve any discrepancies promptly.
- Track and follow up on purchase orders and deliveries to ensure they are received on schedule.
- Create, amend, and cancel purchase order requests as needed.
- Assist with data entry tasks related to the MySHEQ system.
- Provide general administrative support and data entry assistance to the Workshop Manager.
Additional Responsibilities
- Carry out other tasks as needed to support business operations, even if not specifically listed above.
- This list of duties is not exhaustive; you may be required to perform other related functions as directed.
Preferred Experience & Qualifications
- Office administration background
- 0–2 years of relevant experience
Remuneration
- R15,000.00 CTC
