A challenging opportunity is currently available for a top performing Office Administrator to work hand in hand with the Chief Executive Officer and Directors of Akhile Management and Consulting (Pty) Ltd at its Pretoria offices. A matured, well-seasoned, energetic candidate is required for this position, as the successful applicant will have to be proactive, take initiative and make quick decisions.
3-year Diploma or Degree in Office / Business Administration, or B.Comm with Human Resources modules.
7-10 years Office Administrator experience.
Drivers licence and own transport.
SKILLS AND COMPETENCIES
High attention to detail.
Ability to maintain confidentiality at all times.
Ability to work under pressure and meet tight deadlines.
Ability to prioritise deliverables and manage and co-ordinate tasks and resources to abide by deadlines.
Excellent command of the English language (verbal and written).
Proficiency in Microsoft Office [Excel, Outlook, Word and PowerPoint]
Ability to proactively identify bottlenecks or delays and communicate these upfront together with resolutions.
Advanced working knowledge of business compliance in accordance to the Companies Act of 2008, including SETA compliance (i.e. collation of the WSP and training funding).
Understanding of the public work tender process is advantageous.
Background knowledge of human resources management is advantageous.
SUMMARY OF KEY ROLES AND RESPONSIBILITIES:
Essential key duties and responsibilities include the following (but not limited to):
Human Resources: Maintain staff register, staff files, staffing requirements, leave register, leave accruals etc. – weekly and monthly;
Update UIF forms, as required;
Manage workplace skills plan and annual training plan and report;
Skills development compliance and reporting;
Labour Relations Compliance;
B-BBEE – annual renewal;
Employment Equity - annual;
Maintenance and compliance of contract register, both suppliers and customers - monthly;
Manage bank accounts and ensure bank account compliance;
Check invoices received from suppliers for correctness;
Review and execution of payments, maintain payment listing – weekly or as directed;
Liaise with Accountant and Auditors, as and when required;
Execute timeous VAT, PAYE, UIF, SDL submissions to SARS;
Weekly cashflow and reporting to Board of Directors;
Reconciliation overview of petty cash, staff leave, bank account, cashflows;
Maintain and update the Insurance Portfolio, monthly, or as required;
Maintenance and upkeep of electronic file structure, as directed; liaise with IT specialists to resolve problems;
Maintain and upkeep of office, keys and access tags, organise repairs and upgrades, as required;
Oversee tender processes and compliance issues – check register, as required and advise management accordingly;
Assist in the preparation of tender documents and the co-ordination of the preparation and delivery of the tender documents. Record the information electronically, check for compliance, completeness and quality of tender;
Assist in the preparation of emergency tenders and quotations;
Assist with all enquiries relating to tenders, both internal and external;
Overview weekly reports – Consultants – weekly progress, access reports, telephone usage;
Prepare monthly management reports as required;
Update Akhile structure, delegations and administration roles and responsibilities and send to Directors for approval, as required.
Update and maintain company asset register;
Assist with recruitment and selection, as required;
COIDA (Workman’s Compensation);
Supervise and oversee, Receptionist, Administrative Assistant and Office Cleaner;
Assist with the performance review process for staff; and
Any other administrative tasks.
Need to know key personnel (both external and internal) and need to understand the organisation's vision, values, aims and objectives
Assisting with other ad-hoc and/or personal tasks from time-to-time.