We are looking for a highly organised and multi-skilled Administrative Assistant to support the day-to-day operations of our NDT Services and Heat Treatment entity. The ideal candidate will be adept at managing office functions coordinating payroll and timesheet submissions performing finance clerk duties and overseeing company fleet administration. This role is critical to ensuring the smooth running of the business and requires someone who is proactive dependable and comfortable wearing multiple hats in a fast-paced technical environment. This role is based in the Vaal in Gauteng.
Requirements
Key Responsibilities
Office Management
Manage the day-to-day running of the office ensuring a professional and efficient working environment
Maintain office supplies inventory and coordinate procurement of stationery consumables and general office items
Coordinate meetings manage calendars and prepare agendas and minutes
Handle incoming and outgoing correspondence emails and courier arrangements
Maintain organised physical and electronic filing systems (contracts job files compliance documents)
Act as point of contact for service providers landlords and general office-related vendors
Payroll & Timesheet Compilation
Collect verify and compile weekly and monthly timesheets for all field and office staff
Ensure timesheets are accurately completed signed off and submitted within deadlines
Capture timesheet data and allocate hours to relevant projects and job cards
Liaise with HR and the payroll bureau or internal payroll administrator to ensure accurate pay runs
Maintain leave records attendance registers and overtime tracking
Assist with onboarding documentation for new employees from an administrative perspective
Finance Clerk Administration
Process supplier invoices and prepare payment requisitions for approval
Perform basic creditors and debtors administration including filing data capturing and query resolution
Capture petty cash transactions and reconcile petty cash on a regular basis
Assist the accountant with supporting documentation for VAT audit and month-end processes
Issue purchase orders and follow up on delivery notes and invoice matching
Prepare and submit expense claims on behalf of management and field staff
Fleet Management
Maintain and update the company vehicle register including all relevant documentation (licences registration insurance)
Coordinate vehicle servicing maintenance schedules and roadworthy certificates
Track fuel usage and manage fuel card allocations and reconciliations
Log vehicle incidents arrange repairs and liaise with insurance providers
Monitor and enforce company vehicle usage policy and driver log books
Arrange traffic fines administration and ensure timely resolution
Benefits
Minimum Requirements
Diploma in Office Administration Business Administration or equivalent qualification
2 4 years of relevant administrative experience in a similar multi-functional role
Proven experience with timesheet and payroll compilation processes
Hands-on experience with basic finance clerk duties (creditors debtors petty cash)
Experience managing or assisting with a company vehicle fleet
Proficiency in Microsoft Office Suite (Excel Word Outlook)
Excellent organisational and time-management skills with the ability to prioritise effectively
Advantageous
Experience in the NDT engineering mining or industrial services sector
Exposure to accounting software such as Pastel Sage or similar
Experience working in a project-driven or field-services environment
Competencies & Personal Attributes
Highly organised with strong attention to detail
Discreet and professional when handling sensitive payroll and HR information
Ability to multitask and manage competing priorities under pressure
Strong written and verbal communication skills
Self-motivated with a positive can-do attitude
Team player who can also work independently with minimal supervision
Required Skills:
2 4 years of relevant administrative experience in a similar multi-functional role Proven experience with timesheet and payroll compilation processes Hands-on experience with basic finance clerk duties (creditors debtors petty cash) Experience managing or assisting with a company vehicle fleet Proficiency in Microsoft Office Suite (Excel Word Outlook) Excellent organisational and time-management skills with the ability to prioritise effectively
Required Education:
Diploma/Degree in Office Administration Business Administration or equivalent qualification
Job Location:
Salary:
Experience Required:
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