Administration Clerk and Receptionist (Staalmeester) (Hartbeesfontein) at Senwes

PURPOSE OF THE JOB:

• To ensure that all interactions between administration, employees, customers and external service providers run smoothly and professionally, while providing efficient reception and administrative support to the organisation.

DATA CAPTURING:

Core Tasks:

• Compile and capture data relating to manufacturing processes.
• Allocate job cards accurately.
• Assist with ad hoc data requests.
• Investigate and compile relevant market data, including competitive advantages.

PERSONNEL ADMINISTRATION:

Core Tasks:

• Maintain and capture the leave register.
• Handle the submission and filing of sick notes.
• Communicate labour-related issues and matters with the HR Business Partner.
• Assist with queries relating to Injuries on Duty (IOD).
• Capture overtime sheets accurately and timeously.
• Distribute payslips and attend to payslip queries.
• Maintain attendance registers for staff.

TRAVEL ADMINISTRATION:

Core Tasks:

• Assist with route planning for drivers in relation to accommodation and deliveries.
• Coordinate drivers’ schedules for customer deliveries and repairs.
• Arrange general accommodation and flight bookings.
• Ensure timely payment for accommodation and related travel expenses.
• Liaise with service providers regarding accommodation and customer schedules.

VEHICLE ADMINISTRATION:

Core Tasks:

• Renew vehicle licences annually.
• Coordinate bi-annual roadworthiness testing for heavy vehicles and trucks.
• Liaise with the insurance company regarding claims.
• Maintain and monitor vehicle logbooks per driver/vehicle.
• Control and issue vehicle keys responsibly.
• Monitor the validity of drivers’ licences.
• Coordinate the Professional Driving Permit (PDP) application and renewal process 

GENERAL ADMINISTRATION:

Core Tasks:

• File and maintain organisational documents.
• Order and monitor general office stationery.
• Handle administration relating to purchases.
• Manage petty cash responsibly.
• Assist with the placement of adverts.

FULFIL RECEPTION FUNCTION:

Core Tasks:

Telephone Management

• Handle all incoming and outgoing telephone calls professionally.
• Direct external calls to the appropriate staff or department and provide information as required.
• Capture details of prospective customers.
• Manage internal telephone calls, including transferring to external numbers and providing information.

Reception Duties

• Welcome and receive customers in a friendly and courteous manner.
• Portray a professional image of Staalmeester at all times.
• Identify the purpose of customer visits and refer them to the appropriate staff member.
• Follow up with customers waiting for service to ensure prompt assistance.
• Handle difficult or aggressive customers in a professional and calm manner.

Requirements
JOB REQUIREMENTS

• Qualifications: National Senior Certificate
• Requirements: At least 2 years relevant experience in a admin environment.