Maintenance Administrator needed at Bombela Operating Company LTD.
Job title : Maintenance Administrator
Job Location : Gauteng,
Deadline : February 11, 2025
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Purpose
- To support the Executive Maintenance and all Maintenance Division staff with administrative tasks and overseeing all maintenance-related tasks in an office environment
Principal Accountabilities
- Support the Maintenance Executive and all Maintenance Division staff with all administrative tasks.
- Liaise with all Divisions and ensure relevant policies and procedures are communicated to everyone.
- Perform all administrative duties within the Executive Maintenance office in Maintenance Division.
- Work effectively with Maintenance team to provide operational and excellent services
- Specific Responsibilities
- Handle all administrative tasks effectively but not limited to – Setting up meetings, Filing (inclusive of document control system updates), minutes taking, issue and distribute minutes of meetings
- Manage Maintenance Division staff time keeping report
- Process all Maintenance Division timesheets, night shifts, on-call forms and fuel claims to HR timeously
- Participate in process flow administrative tasks such as – collate information received into reports and review before submission to the Maintenance Executive, issue all business daily, weekly and monthly reports according to required timelines
- Thorough review of all information and report before sending to Executive for approval
- Manage formal correspondences for on-time responses – compile and review letters, chair progress monthly meeting with Managers
- Manage records in Division storage systems – SharePoint, Papertrail etc.
- Advise Finance Division of updated reimburse list including final penalty amount and follow-up on the invoices for reimbursement
- Control office stationery and other supplies
- Ensure settlement of new staff and compliance to onboarding process in Maintenance Division
- Compile and manage applicable work processes and procedures for better office management
- Manage and coordinate Maintenance Executive calendar, working closely and effectively on upcoming commitments and responsibilities with appropriate follow-up
- Prioritize conflicting needs and handle matters proactively to manage deadline pressure
- Keep records of expenses, signed invoices and provide monthly report to Maintenance Executive
- Thorough review of invoices before submission for the Executive approval and follow-up for payment with Finance Division
- Manage Maintenance Division purchase requisition and orders in the Procurement Sage system including placing orders on instructions
- Warmly receive visitors, manage phone calls and correspondences with professionalism
- Perform duties in line with agreed business focus areas
- Manage all secretarial duties within the Maintenance Division
- Undertake any other duties as assigned
Profile
Educational Level
- National Diploma Qualification in any Engineering discipline
- Other Technical/ Professional Skills/Qualifications
- Excellent Computer Literacy in Microsoft etc.
- Technical background is compulsory
Years of Experience
- Minimum of five years’ relevant experience in any Plant & Machinery, Construction or Railway environment
- Minimum of two years’ consecutive experience in administrative position
- Experienced driver with valid driver’s license
- Language Ability
- Fluency in English
Desirable Traits
- General technical knowledge and exposure
- Strong administration skills
- Thorough attention to detail
- Excellent organiser
- Excellent proficiency in English
- Interpersonal and Communication Skills
- Team player
- Show initiative and innovative
- Must have a sense of urgency and can work under pressure
- Ability to effectively multitask
Closing Date
- 17th January 2025
How to Apply for this Offer
Interested and Qualified candidates should Click here to Apply Now
- Engineering / Technical jobs