Admin Officer

Description:

• Answer and screen calls and emails for manager as and when requested.
• Keep appointment diary for Admin Manager.
• Compile daily security asset inspection report by obtaining security inspection and distribute to relevant role players.
• Compile daily consumption report and distribute to all role players.
• Collect all monthly reports from branches (HSE, Security, Fleet, and Consumption).
• Data capturing of all relevant info on monthly reports.
• Obtaining all monthly invoices from service providers and follow up on outstanding invoices.
• Process all monthly payments by completing purchase requisitions and submit to Admin Manager
• Office to sign off.
• After approval, submit to finance and ensure payments are processed before due dates.
• Ensure monthly inspection on hygiene and safety which include cleanliness of facilities.
• Ensure monthly vehicle inspections is done by the delegated person and capture relevant information.
• Process all fleet vehicles cost and keep fleet vehicle maintenance current and report updated.
• Ensure all insurance claim report are completed and submitted to management with all relevant supporting documents.
• Follow up on claims processed.
• Process tracking installation requests and ensure installation certificates are received.
• Create user accounts for clients on the tracking system and communicate details to the relevant managers as well as keeping records of all users.
• Typing of letter/emails and taking of minutes during meetings.
• Attend meetings on behalf of manager when delegated to do so.
• Filing of all records and keep an easily accessible filing system.
• All ad hoc tasks as required to ensure the effective administrative and productive flow of the company.

• Matric Certificate.
• Code 8 license.
• 3 years of experience within a similar role.
• Able to read and write English.
• Advanced MS Office experience.
• Data capturing and reporting experience.
• Telephone answering and call screening.
• Team Player.
• Confident and proactive approach – Anticipates issues and requirements.

Requirements:

• Answer and screen calls and emails for manager as and when requested.
• Keep appointment diary for Admin Manager.
• Compile daily security asset inspection report by obtaining security inspection and distribute to relevant role players.
• Compile daily consumption report and distribute to all role players.
• Collect all monthly reports from branches (HSE, Security, Fleet, and Consumption).
• Data capturing of all relevant info on monthly reports.
• Obtaining all monthly invoices from service providers and follow up on outstanding invoices.
• Process all monthly payments by completing purchase requisitions and submit to Admin Manager
• Office to sign off.
• After approval, submit to finance and ensure payments are processed before due dates.
• Ensure monthly inspection on hygiene and safety which include cleanliness of facilities.
• Ensure monthly vehicle inspections is done by the delegated person and capture relevant information.
• Process all fleet vehicles cost and keep fleet vehicle maintenance current and report updated.
• Ensure all insurance claim report are completed and submitted to management with all relevant supporting documents.
• Follow up on claims processed.
• Process tracking installation requests and ensure installation certificates are received.
• Create user accounts for clients on the tracking system and communicate details to the relevant managers as well as keeping records of all users.
• Typing of letter/emails and taking of minutes during meetings.
• Attend meetings on behalf of manager when delegated to do so.
• Filing of all records and keep an easily accessible filing system.
• All ad hoc tasks as required to ensure the effective administrative and productive flow of the company.

• Matric Certificate.
• Code 8 license.
• 3 years of experience within a similar role.
• Able to read and write English.
• Advanced MS Office experience.
• Data capturing and reporting experience.
• Telephone answering and call screening.
• Team Player.
• Confident and proactive approach – Anticipates issues and requirements.