Administrator Job Job Details | O&L

Why O&L exists:

CREATING A FUTURE, ENHANCING LIFE.

Why this Office Administrator position exists:

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

KEY JOB OUTPUTS :

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.

Preferred/Advantageous:

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

PLEASE NOTE:

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.