Administrator at SMEC - Western Cape, Cape Town - SMEC South Africa - Cape Town Region

PRIMARY POSITION PURPOSE The Administrator will assist with administration work and queries. This may include calling clients, making appointments and ordering supplies. KEY RESPONSIBILITIES GENERAL ADMIN DUTIES Typing of letters / reports / minutes / contract documents / agreements etc. Handling outgoing and incoming post Arranging couriers Travel arrangements / accommodation Taking minutes in meetings Project filing Scheduling meetings etc. (VC) Diary managements Reception duties on occasion Any ad hoc task as required from time to time BIDDING / TENDERS Preparation and compilation of bid documents Recording and updating business opportunities on PULSE ACCOUNTS Obtaining monthly fuel tariffs and forwarding to relevant site staff Preparation and compilation of monthly fee accounts: collect all relevant sundries, lab invoices and third party claims to be included in relevant contract fee acc Requesting from finance department: Prebills, invoice numbers to finalize accounts. IT IS - Capture all contract information on IT IS on a monthly basis (submitted with monthly accounts) Final preparation and distribution to client of all contractors payment certificates Preparation of WAF's or VO's PROJECT ADMINISTRATION Appointment letters of all site personnel (and ensure acceptance) Ensure all relevant documents etc. are issued to site at start of contract (and acceptance) Review of all site minutes: Review, then to PM, finalize and distribution of all site minutes Review of all laboratory reports - Review, then to PM, finalize and distribute to client. Responsible for all PPE for site personnel: order / purchase / delivery to site personnel Document manager: Responsible for ordering / purchasing etc. of all specifications etc. (COLTO, SANS, GCC etc.) Contract documents - assistance with compiling and colour coding (copies etc.) Assisting all site personnel with general queries QUALITY Ensure project administration is according to quality requirements Ensure regular site and project audits are carried out. General quality administration: responsible for recording and up keeping of all quality related administration for the office. Approved supplier list - responsible to update and upkeep monthly BST ADMINISTRATOR Project administrator BST : Capturing of all project and Bids on BST and issuing of project and / or bid numbers ARCHIVING Responsible for archiving of all project related files Record keeping of archives Yearly reviews of archives and disposal as per procedures QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED 5 years of relevant experience in a similar role Previous experience in a construction / civil engineering environment will be advantageous Matric qualification MS Office advanced proficiency - Outlook, MS Word, PowerPoint, Excel, Project Wise Excellent verbal and written communication skills Excellent typing skills Problem solving skills Ability to take initiative Detail-orientated Process and documentation driven Ability to organise effectively and prioritise own workload PERSONAL ATTRIBUTES Honest and trustworthy Respectful and confidential Possess cultural awareness and sensitivity Be flexible Able to work under pressure Outgoing personality, responsible, self-motivated and confident Desired Skills: Administrator Account Project Administration Apply Now

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