Administrator (Construction and Pavements) at SMEC

This is an exciting opportunity for a talented and energized Admministrator tjoin a leading infrastructure consultancy and contribute tthe growth and development of a business with a reputation for technical excellence and strong client relationships.
REPORTS TO

• Section Manager or any other person appointed tsupervise him/her from time ttime.

PRIMARY POSITION PURPOSE

• The Administrator will assist with administration work and queries. This may include calling clients, making appointments and ordering supplies.

KEY RESPONSIBILITIES

• With a minimum of 5 years of experience in a similar role, the key responsibilities are:

GENERAL ADMIN DUTIES

• Typing of letters / reports / minutes / contract documents / agreements etc.
• Handling outgoing and incoming post
• Arranging couriers
• Travel arrangements / accommodation
• Taking minutes in meetings
• Project filing
• Scheduling meetings etc. (VC)
• Diary managements
• Reception duties on occasion
• Any ad hoc task as required from time time

BIDDING / TENDERS

• Preparation and compilation of bid documents
• Recording and updating business opportunities on PULSE

ACCOUNTS

• Obtaining monthly fuel tariffs and forwarding trelevant site staff
• Preparation and compilation of monthly fee accounts: collect all relevant sundries, lab invoices and third party claims tbe included in relevant contract fee acc  
• Requesting from finance department: Prebills, invoice numbers tfinalize accounts.
• IT IS – Capture all contract information on IT IS on a monthly basis (submitted with monthly accounts)
• Final preparation and distribution tclient of all contractors payment certificates
• Preparation of WAF’s or VO’s

PROJECT ADMINISTRATION

• Appointment letters of all site personnel (and ensure acceptance)
• Ensure all relevant documents etc. are issued tsite at start of contract (and acceptance)
• Review of all site minutes: Review, then tPM, finalize and distribution of all site minutes
• Review of all laboratory reports - Review, then tPM, finalize and distribute tclient.
• Responsible for all PPE for site personnel: order / purchase / delivery tsite personnel
• Document manager: Responsible for ordering / purchasing etc. of all specifications etc. (COLTO, SANS, GCC etc.)
• Contract documents – assistance with compiling and colour coding (copies etc.)
• Assisting all site personnel with general queries

QUALITY

• Ensure project administration is according tquality requirements
• Ensure regular site and project audits are carried out.
• General quality administration: responsible for recording and up keeping of all quality related administration for the office.
• Approved supplier list – responsible tupdate and upkeep monthly

BST ADMINISTRATOR

• Project administrator BST : Capturing of all project and Bids on BST and issuing of project and / or bid numbers

ARCHIVING

• Responsible for archiving of all project related files
• Record keeping of archives
• Yearly reviews of archives and disposal as per procedures

RECOMMENDED QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED

• 5+ years of relevant experience in a similar role
• Previous experience in a construction / civil engineering environment will be advantageous
• Matric qualification
• MS Office advanced proficiency - Outlook, MS Word, PowerPoint, Excel, Project Wise
• Excellent verbal and written communication skills
• Excellent typing skills
• Problem solving skills
• Ability ttake initiative
• Detail-orientated
• Process and documentation driven
• Ability torganise effectively and prioritise own workload

PERSONAL ATTRIBUTES

• Honest and trustworthy
• Respectful and confidential
• Possess cultural awareness and sensitivity
• Be flexible
• Able twork under pressure
• Outgoing personality, responsible, self-motivated and confident
• Tfind out more about SMEC, please visit our careers page at www.smec.com/careers 
• Details of the package on offer will be shared with shortlisted candidates.
• SMEC is an equal opportunity employer. Diversity is a source of strength for our people, our clients, our partners and our communities.
• Only candidates whmeet the above minimum requirements will be considered. Correspondence will only be conducted with shortlisted candidates. Should you not hear from us within 4 weeks, please consider your application unsuccessful.
• All recruitment activities gthrough our Resourcing function and currently, this role doesn’t require agency input. Please dnot forward resumes directly tSMEC employees/managers; we dnot accept unsolicited resumes and are not responsible for any associated fees.