Senior Administrator

Our national client in the Civil Engineering Industry is seeking a proactive and well-versed Senior Administrator to join their winning team in Durban.

Duties:

OFFICE ADMINISTRATION

• Prepares, formats and proof reads technical reports and documents.

• Takes minutes at meetings and distributes thereof.

• Compiles tenders and ensures documentation is certified timeously as and when required

• Compiles, submits and tracks invoices to clients as and when required.

• Processes external supplier’s invoices as and when required.

• Delivers and collects documents.

• Handles all divisional correspondence.

• Files all documentation in accordance with Quality Management System.

• Orders, monitors and distributes stationery for the Executives.

• Makes travel arrangements for the Executives.

• Maintains Technical Executive’s diaries.

• Captures Technical Executives timesheets on Proman.

• Organises catering and sets up meetings for the executives and liaises with HR for budgets.

• Formulates PowerPoint presentations.

GENERAL ADMINISTRATIVE DUTIES

• Provides support and assists with work overflow as needed by the management team.

• Vision system administration

TENDERING DUTIES

• Collates and submits supplier database applications.

• Liaises with Head Office and Business Unit Manager to arrange briefing attendance.

• Downloads necessary tender documents and updates tender calendar.

• Compiles tenders, ensuring correct and timeously submission – updates tender results.

• Manages tender correspondence in line with internal and external guidelines.

• Accurately inputs tender milestone dates into the Tender Tracker system.

• Assists in the management of data related to the tendering process.

FINANCIAL DUTIES

• Collates invoices for client within the defined deadline of the 5th of the month.

• Follows up on debtors in terms of 45/60 days in liaison with Divisional Manager.

• Follows up on submission of creditors invoices to be received monthly, with constant follow up.

• Maintains project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.

• Adheres to the policy rules as set in the HR-PO-Travel Policy when booking accommodation, flights, etc.

STRATEGIC SUPPORT

• Monitoring progress of all SANRAL WA’s for the Division.

• Monitoring monthly PPP Revenue Fee claim.

• Recording deviations to monthly PPP Revenue Fee claim.

• Tracking recovery of negative deviations.

• Fortnightly monitoring of debtors exceeding 30 days.

• SANRAL IT IS Reporting

• Preparation of tier 2 procurement documentation and tender evaluation reports.

• Adhoc project management assistance on various projects.

• Administration support to the Divisonal Technical Executive

Requirements:

• 8-10 years experience in a similar role within a civil engineering environment.
• Matric (essential)
• Project management of office administration qualification (advantageous)
• Driver's license (essential)
• Strong project, tender and finacial administration experience.
• Advanced MS Office skills
• SANRAL project administration experience (advantageous)
• Stakeholders coordination experience (essential)