SKILLS & EXPERIENCE
• NQF Level 5 – Higher Certificate: Office Administration or similar
• Minimum of 3 – 5 years’ PA / secretarial / admin officer experience, preferably in a consulting engineering environment and providing support to senior management
• Project Administrator experience will be advantageous
• Proven secretarial and administrative skills
• Competent in the MS Office Suite, 2010 or later (Word and Excel, both at advanced level, Outlook, PowerPoint, MS Project)
• Proficient in English (written and verbal)
• Proven ability to work under pressure, multi-task and meet deadlines
• Excellent interpersonal skills with the ability to work with diverse individuals
• Knowledge of filing, archiving and library maintenance systems
• Must have own car and a valid driver’s licence

JOB RESPONSIBILITIES

Administration
• Schedules and attends meetings, takes minutes
• Travel arrangements (booking of flights, car rental, accommodation, etc.)
• Data capturing and record keeping
• Diary management
• Screens telephone calls and emails
• Relief receptionist / switchboard as per schedule
• Formatting, editing and typing letters, reports, etc. from rough draft, transcription, dictated notes, etc. to final submission of documents
• Documentation management – archiving, collating, copying, binding, filing, printing, scanning
• Ordering of stationery
• Project administration, assisting with:
• Co-ordinating and updating resource plans
• Drafting project progress reports
• Tracking project task completion
• Contract administration
• Other adhoc tasks

Financial management
• Assists with project invoicing
• Assists with reporting on fee forecasts and financial performance of projects, business unit and division
• Collates and submits expense and mileage claims
• Ensures correct allocations on project expenditure
Business development
• Assists in the preparation of bid submissions, panel applications and tenders
• Co-ordinates preparation of tender documents, distributes adverts
• Prepares project data sheets
People
• Actively monitors own performance; keeps skills and knowledge up-to-date
• Co-ordinates training for the division
• Prepare reports on staff utilisation
• Keeps business unit and divisional organogram up to date
QMS
• Adheres to all applicable objectives and requirements set out in QMS
Prepares and keeps project quality administration files up-to-date