Our client requires the services of a suitably qualified, well-motivated and results driven candidate to take up the role of a Project Administrator in Johannesburg, Gauteng

PURPOSE

• Ensure to provision of stock, materials, PPE, and all other resources etc. within 3 days of a request and prepare a weekly report to be provided by end of business on Friday
• Create and provide invoices to clients within 3 days of a request, and provide a weekly report by end of business every Friday
• Provide daily reports on hours worked, project efficiency as provided by Supervisors to the Operations and/or Sales Manager
• Provide a weekly over-time report with Site Instruction or not to the Operations and/or Sales Manager
• Follow-up on debtors within 7 days of issuing of invoices and provide a weekly report on such by end of business on Fridays to the Sales Manager
• Manage the date to ensure that the KPI reports are issued timeously by the Sales Managers to the CEO and board

KEY PERFPORMANCE AREAS

SALES

• Receives calls / enquiries as well as tenders and ensures that they are forwarded to relevant person for costing and pricing (remember our plan for central costing of all projects)
• Ensure that a quote / tender is submitted timeously or in accordance with the tender requirements
• Co-ordinate with other departments to ensure that we deliver all documents to the tender / quote on time i.e a file is opened, test reports / references are put together and delivered, H&S file and inductions (see below), other docs (cert of good standing, VAT, etc.) are all put together
• Manages the process of credit applications with the customer which needs to be returned and approved prior to resources being despatched to site
• Following up on all quotes and tenders to ensure that customer has received them and manage the follow up process to know if projects are won or lost
• Provide weekly forecasts backing documents to the Regional Managers

CLIENT MANAGEMENT

• Receive all in-coming calls to the branch, and resolve queries and complaints where possible
• Attend to email correspondence for the branch
• Liaise with clients regarding the return of faulty stock

PEOPLE

• Manages the recruitment and project take-on for all teams with HR
• Tracks training programmes in line with the workplace skills plan and
• Ensure to period, entry and exit medicals via the HR and Safety Department for all employees
• Submitting expense claims to payroll
• Collate timesheets for biweekly Wages and monthly Salaries and submit to payroll
• Coordinate groups of staff for upcoming projects

EQUIPMENT, STOCK, RAW MATERIALS AND ASSETS

• Ensure stock availability for work in progress & placing orders when necessary
• Ensure that printers are always available and working, including purchasing consumables and spare parts, managing maintenance and arranging repairs
• Assist Supervisors with administration related to their mobile devices
• Keeps and maintains a register of all vehicles and equipment inclusive of trackers
• Manages the despatch of equipment to each site and receipting it back once jobs are done
• Manage vehicle licensing, petrol slips and tracking devices
• Provides suppliers with forecasts / liaise with suppliers to ensure raw material availability for projects
• Places orders for stock and ensures its receipt and issue to projects generally and in SAGE

QUALITY / COCS

• Ensures all QMS docs are properly received from each site and filed as necessary so that a proper file is maintained
• Ensures quality checks are being undertaken in accordance with project plan
• Ensures to COC being issued when appropriate and delivered to customers
• Issue conformance certificates for completed jobs

CLAIMS, PROCUMBENT AND INVOICING

• Ensuring all purchase orders, creditor’s invoices are allocated to correct projects
• Prepare spreadsheets, including the cash book, sales journal and petty cash
• Ensuring that all claims are processed in accordance with the programme, approved as per the company procedures and delivered to customers
• Log, track and maintain project financial information, including job costing
• Follow up all claims to ensure there are no issues and manage the process of conversion of claims to invoices
• Ensure to order differences being followed up and resolved and that all invoices are properly completed in SAGE and delivered to the customer
• Support Debtors to assist in collection of money due to the company
• Process claim on work completed for the month, and send to Debtors Administrator
• Approval of purchase order requisition & suppliers’ invoices for payment
• Provide customers with tax invoices when required
• Complete vendor applications, submissions and updates, including sending B-BBEE certificates, Letter of Good Standing

COMPLY TO SAFETY REQUIREMENTS

• Compiling SHE documents for project sites
• Ensure the H&S file is prepared and delivered with tenders
• Ensure to all equipment and people having the right certifications and approvals (re-certification is undertaken as and when required)
• Coordinate timetable of the project and prepare for H&S audits

EDUCATION & QUALIFICATIONS

• Financial, Project Management and/or Quantity Surveying related qualification
• Plastering related qualification or course will be advantageous
• Technical knowledge of our product as well as knowledge of our product range overall
• Must be able to manage time well, and multi task
• Minimum 3 years’ experience

SKILLS & COMPETENCE

• Organisational skills
• Resilience and energetic personality to cope with the physical strains in the working environment
• Initiative
• Leadership
• Attention to Detail/Accuracy
• Aptitude for technical and mechanical problem solving
• Persuasion
• Be of sober habits