Introduction
Working for a very corporate company in the building industry with min 5 years experience
Duties & Responsibilities:
Switchboard Backup (about 20%).
Manage admin staff with daily tasks and brief on instructions.
Driver: Deliveries and collections
Parking Allocation: Update when required
Boardroom bookings: Manage daily & give weekly update to reception
Secretarial Operational Manual updates when required
Office Manual: Update when required in conjunction with directors
Checking of project files and giving instructions to admin assistant to open files and print info to put in files after Fin Director opened the project number.
Archives – manage once yearly (around May) and cleaning of archives – hardcopy archives – manage on-going paper to e-archiving systems.
Reintroduction of day files info onto office filling system – when required, instruction to admin assistant.
Distribute appropriate contacts to marketing and agree updates to client list (with Marketing department).
OFFICE SAFETY
Before leaving in the afternoon:
Check that both balcony doors are closed and locked
Check that both fire doors are closed and locked
Check that all windows are closed
EQUIPMENT
Inventory list of company cameras, dictaphones and measuring tools: Monthly update to Fin Director.
Assist with signing in and out of roaming laptops.
STANDARD TEMPLATES
Filing Index: Update Excel spreadsheet for hard and soft copy filing (should index change) in conjunction with Fin Director in terms of Project Filing Folders
Templates: Create and update templates
Programs: Update every 4 months
STAFF RELATED DUTIES
Weekly update of A3 Out of Office Program
Weekly update of staff leave: Leave application forms, A3 program, leave summary
Weekly capturing of staff timesheets & MTP, timesheet summary & reconciliation
End of June: Leave Reconciliation and new leave forms – July to June of following year
End of June: Timesheet Reconciliation for staff assessments
Staff work allocation spreadsheet
Staff project filing: Check whether it is being done
MANAGING DIRECTOR RELATED DUTIES
Phoning clients
Schedule meetings
Manage e-mails, follow up, file electronically & hard copies
Accessing MD’s archived emails
MD’s List of Files: Update when new day file is opened/closed.
MD’s Year Planner
MD’s Survival File: Update every 4 months with programs and meeting documents
Day files update with latest minutes and agendas.
Preparing file for meetings:
- Update contact sheet relevant to meeting
- Project / updated program
- CCC Agenda
- Site Info Checklist
- IRS
- Organogram (mostly for kick-off meetings)
PROJECT RELATED DUTIES
Manage inception of projects, project research, parties to potential projects, info to such projects etc
Updating contacts and contact spread sheets in projects on day-to-day basis with staff members, staff members to supply information.
Requesting information on projects: Windeed / GIS / SG Diagrams / Town Planning Right
Scheduling of meetings and phoning to get availability, i.e. in person / Zoom / Teams, etc.
Conference call set up (phased out by Zoom / Teams)
Typing of minutes and addendums: to all staff – check consistency on all projects, do corrections and email out to consultants
Assisting other staff with typing on projects – Type and distribute, should it be required.
MS Project Programming assisting staff members doing their programs and printing
Sub-Contractors appointment letters, Sub-Contractor Management Schedule.
Manage IRS and improve system.
Site Inspections:
Download dictation & type inspection notes
Download photos, combine photos via Bridge, save to PDF, resize
Distribute inspection notes & photos to project consultants, etc.
Renew applicable Site Access Card Renewals in January
Desired Experience & Qualification:
Must have Matric
Own transport
Team player
Staying in Pretoria
Package & Remuneration
R20000-R25000
Let me know if you need assistance.