Job Overview
Division: Minerals Operations Executive (Pty) Ltd
Business Unit: Head Office
Location: Woodmead
Experience Level: Mid-Senior
Industry: Mining and Metals
Functional Area: Mining
Position Summary
We are seeking a well-organized and detail-oriented individual to join our team at the Head Office in Woodmead. This role is responsible for delivering comprehensive secretarial, clerical, and administrative support to ensure the smooth and efficient functioning of the organization.
Key Responsibilities
Travel Coordination
- Arrange comprehensive travel plans for employees, including flights, hotel bookings, and ground transportation.
- Manage travel schedules, adapt to last-minute changes, and ensure alignment with company policies and budget guidelines.
- Facilitate visa and work permit applications and assist with documentation attestation.
- Liaise with the Office Manager for required documentation and provide support in travel-related emergencies.
- Monitor and enforce compliance with corporate travel policies.
- Process and reconcile travel expenses while keeping track of budgets and reimbursements.
Administrative Support
- Manage daily office tasks such as calendar scheduling, meeting coordination, correspondence, and file organization.
Liaison and Communication
- Act as the main point of contact for travel service providers, employees, and key stakeholders.
- Negotiate with vendors, resolve travel concerns, and offer guidance and assistance as needed.
Event Planning and Logistics
- Support the planning and coordination of company events, including booking venues, arranging accommodation, and managing logistics for attendees.
Documentation and Records
- Maintain accurate and up-to-date records of travel arrangements, bookings, and administrative activities.
Problem-Solving
- Address and resolve issues or emergencies related to travel and administrative duties as they arise.
Qualifications
- Matric (Grade 12)
- A qualification in Travel & Tourism or Secretarial Studies will be advantageous
Skills & Experience Required
- Minimum of 5 years’ experience in travel management, particularly in complex travel arrangements (visa, logistics, etc.), ideally within the mining or process plant industries
- At least 2 years of experience working with embassies and handling visa processes and international travel regulations
- Ability to handle high-pressure situations and respond to travel emergencies outside of regular hours
- Background in office administration or secretarial roles is an advantage
- Proficient in Microsoft Office Suite
- Excellent written and verbal communication skills
- High ethical standards and strong sense of integrity
- Strong time management and multitasking abilities
- Detail-oriented with a focus on accuracy in documentation
- Financial awareness and resource optimization skills
- Own reliable transport is essential
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