Permanent Vacancy : Filing Administrator

Brief Overview: EE Candidate | High Energy is key as there are long hours on the position/must be flexible | Ability to work under pressure and overtime. | Matured and Energy driven | Self-Starter | Independent | Good communication skills (verbal & written) | CTC of R5 000 to R6 000 | Location: Braamfontein

Department: Facilities
Reporting to Procurement Officer
Main purpose of the Position: The role provides records, maintenance, storage and administrative filing systems and processes to the Facilities Department. This includes efficient ways of new file systems and processes and coming with recommendations for the facilities department. The filing administrator will hold a central role in the company undertaking a range of duties, these are listed below.

Minimum experience and requirements: MUST HAVE

EDUCATION:

• Matric
• Diploma in admin/facilities an added advantage

EXPERIENCE & SKILLS:

• Administration Knowledge
• At least 3 years’ experience
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite

Behavioural Dimensions and Skills required
• Verbal and written communication skills;
• Professional personal presentation;
• Detail orientation;
• Computer Literacy; and
• Time management

Key Performance Areas: Duties

• Communicate with all relevant facilities team for records and filing purposes;
• Collect, sort, prepare and label documents to ensure adequate filing system;
• Check and sort all new materials and label accordingly for storage purposes;
• Scan any required documents which must be saved electronically on the facilities shared drive and ensure that the documents are filed and labeled correctly;
• Prepare files and any other documents which may require to be archived and ensure proper labeling and storage is in place and adequate;
• Cross reference and locate all files in the department and file appropriately as per subdivision within facilities;
• Label all files for ease of reference and sequence these accordingly;
• Assist on the auditing procedures in the facilities sub divisions and keep all files up to date;
• Maintain and keep up to date all master files and ensure that these files are easily retrieved as and when required;
• Assist and make bulk copies for the department as and when required;
• Take accountability of records and filing systems by driving and ensuring that all files and documents are placed correctly and accordingly for compliance and auditing purposes;
• Manage and maintain the architectural rack and various data libraries
• Work on special projects as and when required by management;
• Maintain a clean work station at all times;
• Maintain compliance with policies and procedures, and adhere to responsibilities

Regret: Communication will be limited to candidates that meet inherent job requirements.