Job Description

• This role requires an organized, detail-oriented individual who can manage multiple administrative functions effectively while ensuring compliance with company policies and statutory requirements.

Qualifications

Administrative Coordination

• Maintain personnel files for new and former employees in compliance with company policy.
• Accurately update data on the Easy Roster system as needed.
• Complete, submit, and process requisitions and orders per company policy.
• Maintain accurate records for the the Fleet of Motor Vehicles and submit required schedules to Head Office.
• Manage uniform requisitions, orders, and stock levels.
• Ensure timely and accurate submission of provident fund claims and assist employees with form completion.
• Stay updated on changes to provident fund rules and ensure compliance.
• Follow up on all outstanding provident fund and WCA claims until finalized.
• Ensure accurate and timely filing and archiving for a neat and organized office.
• Comply with all administrative policies and procedures outlined in the Admin Guideline Manual and Policy & Procedure Manual.

Staff and System Management

• Monitor and assess junior administrators to ensure compliance with their duties and responsibilities.
• Safeguard the integrity of information on Easy Roster and prevent unauthorized access or misuse.
• Compile, double-check, and submit all monthly schedules (e.g., salary, polygraph, and CCMA schedules).
• Maintain up-to-date records for asset registers, training, and skills inventories and submit schedules to Head Office as required.

Resource Management

• Manage requisitions and orders for stationery, ensuring accurate stock records.
• Keep insurance claims updated and assist with accurate claim form submissions.
• Maintain petty cash and informer fund schedules weekly and ensure accurate reconciliation at month-end.
• Address pay queries at the regional level before escalating unresolved issues to Head Office.

General Administration

• Respond to Head Office queries promptly and ensure communication regarding financial implications.
• Comply with all operational and administrative instructions issued by SSS Head Office.
• Investigate pay queries thoroughly and ensure accurate completion of advance payment schedules.
• Manage overtime records and applications for “paid time off” in line with company policies.

General Duties

• Familiarize and adhere to company policies, statutory requirements, and updates.
• Ensure confidentiality of all sensitive information, including employee files and Easy Roster data.
• Report emergencies to the Divisional Manager and Head Office and take corrective measures as necessary.
• Maintain compliance with confidentiality and document control protocols.
• Ensure adherence to working hours (8 am to 4 pm, Monday to Friday, excluding lunch breaks) unless otherwise agreed in writing.

Qualifications and Skills

• Minimum Requirements: Matric certificate.
• Advantageous: Administration-related formal education or qualifications.
• Fluent in English with strong communication skills.
• Ability to work under pressure, independently, and as part of a team.
• Problem-solving skills and initiative.
• Proficiency in MS Word, Excel, email, and typing.
• Knowledge of the security industry, Easy Roster, UIF, and WCA processes is an advantage.
• Experience with pension/provident funds is preferred.