Administrator Job Job Details | O&L

kraatz marine pty ltd - windhoek, namibia

18 days ago

Why O&L exists:


Why this Office Administrator position exists:

To carry out administrative duties of the Kraatz Windhoek cost center as per required standards to support operations.


Perform Administrative Functions -

  • Print weekly staff schedules and display on notice boards.
  • Check and capture daily time sheets on hours worked by staff.
  • Check that all employee working hours are accurate before forwarding it to payroll for processing.
  • Coordinate and administer fixed-term employment terminations and extensions.
  • Coordinate and distribute both internal and external communications.
  • Assist employees with signing employment contracts and completing payroll documents accurately through thorough and correct explanation of Company benefits.
  • Support HR Administrative duties.
  • Proofread and/or draft letters for response to routine correspondence.
  • Arrange all bookings for meetings, accommodation, travelling etc.
  • Support procurement processes.
  • Maintains the filing system and keeps document storage in order.
  • Assist in employee grievances according to company standards and procedures.
  • Assist in managing of discipline in the workplace.

Marketing Administration Support -

  • Asist with marketing function administration.
  • Assist with marketing event scheduling and organising.
  • Assist with promotional activities to increase brand awareness.
  • Assist with planning and driving marketing events and/or campaigns and evaluating their success.
  • Contribute towards creating and maintaining positive relationships with all clients and stakeholders.
  • Assist Product Support in day-to-day admin activities.
  • Help coordinate expo events.
  • Assist in digital and general marketing initiatives.

Maintain Total Professionalism At All Times -

  • Be professional and friendly with visitors at all times.
  • Welcome all visitors entering the office and assist them to get into contact with respective staff.
  • Operate the switchboard effectively and efficiently.
  • Take messages and relay them to the respective person(s).
  • Receive, collect, sort, distribute and prepare mail, messages and courier deliveries.
  • Place documents into appropriate in and out trays as and when required.
  • Continuously keep the reception area tidy.
  • Ensure knowledge of staff whereabouts.
  • Personal telephone calls to be kept to an absolute minimum for ensuring professionalism.
  • Maintain a thorough working knowledge of and adhere to organization policies, regulations and procedures.

Front Desk Administration -

  • Assist your Line Manager and all office personnel with administrative functions, and any other duties.
  • Effective, efficient and responsible utilisation of frontline communications equipment.
  • Report front office equipment defects immediately as per procedure.
  • Monitor stock levels of office equipment, refreshments and communicate this to the procurement function.
  • Arrange courier services for all departments.
  • Contact the courier service provider, capture the relevant forms (electronic and/or paper-based) where necessary.
  • Receive and distribute incoming emails to the relevant people and/or departments.
  • Send, print report and return outgoing emails when necessary.
  • Maintain and update on the intranet all internal telecommunications lists for internal use of all Kraatz employees, e.g. extension lists, cell phone lists and deposits lists.
  • Update external stakeholders contact details / list.

Process invoices according to vendor numbers and purchase order s -

  • For each new project, initiate relevant opening administration (e.g. obtain quote, initiate order, capture order on SAP / complete SAP form, compile work commencement and send to Project Accountant, open job card etc.).
  • Receive orders and match them with invoices.
  • Follow up on variances.
  • File all invoices and EFT payments.
  • Review invoices to ensure they are correctly coded, properly authorized.
  • Confirm that vendor numbers, allocations and/or cost centers, dates and amounts are attached to invoices.
  • Be the liaison between client and Project Accountant (e.g. send scanned job card to Project Accountant for invoicing; forward invoice received from Project Accountant to relevant client etc.).
  • Handle and administer petty cash as required and in accordance with relevant policy and procedure.

Assist in managing stock control -

  • Assist with receiving ordered items, forward received items to Store man for storage, and receive stamped tax invoice from Store man for proceeding admin.
  • Help maintain stock levels of critical stock items (e.g. welding consumables & gas) by ordering timeously as requested by the Manager.
  • Order protective clothing for staff members as per the Store mans request.
  • Prepare stock requisitions as per policy and procedure when requested.

Reports to:

  • Site Manager.

First-level subordinates:

  • Security guard.
  • Cleaner.

Work environment:

80% office-based but travelling will be expected when required by business operations.

Minimum Qualification & Experience Required :

  • Grade 12 / NQF level 4.
  • 2 years administrative experience.
  • Proficiency in German, both verbal and written communication.
  • Must be computer literate (i.e. MS Office Package, SharePoint & electronic administration systems etc.).

Know-how / Specific knowledge required:

  • Administration.
  • Knowledge of Invoicing and Receiving procedures.
  • Administration viaelectronic system.


  • Administrative experience in an engineering environment.
  • SAP experience.
  • Knowledge of industry relevant retailers/wholesalers.
  • Drivers license.
  • Certificate in Business Administration / Office Administration.


This position is subject to a pre-employment screening and vetting process, and by applying for this position, Applicants acknowledge that they are aware that the Company reserves the right to carry out screening / pre-employment vetting of all shortlisted Applicants. Certificate of Conduct issued by the Namibian Police (not older than 6 months) will be required from shortlisted Applicants. Therefore, upon such notification, please make such an application with NAMPOL proactively if you do not have such a document at hand.

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