Administrator at Veritas Engineering and Project Management Consultants

Daily Tasks:

• Read and analyse incoming emails, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including post and email.
• File and retrieve corporate documents, records, and reports.
• Welcome visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine enquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Attend meetings in order to record minutes.
• Assist with recruitment efforts, new hire orientations, on-boarding and terminations.
• Act as a liaison with landlord and building management on any office-related issues.
• Act as a liaison to vendors/suppliers.
• Coordinate and direct office services, such as records and budget preparation, regular feedback information and follow through of actions arising, in order to aid executives.
• Prepare invoices, reports, memos, letters, financial statements, executive level presentations and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Prepare staff communications, media publications and press releases.
• Timesheet management of staff
• Stock control - Procurement, delivery management, reconciliation
• Coordination of timeous reporting to clients and management
• Assist with the management of staff administration
• Overseeing of the whole tender process.
• High quality business and report writing skills.
• Identify and react to tender and bid opportunities.
• Identifying new business opportunities.
• Identify subscriptions and platforms for sourcing new opportunities.
• Ensuring registration on Public Sector databases.
• Developing and maintaining process document templates.
• Ensuring all Business supporting documents are valid and up to date e.g. Tax Clearance, B-BBEE Certificate
• Recording of processed tenders.
• Responsible for obtaining pricing for tenders.
• Continuous updating of tender schedule (tender names, closing dates and site inspection dates etc.) and recording of processed tenders.
• Ensuring tenders submitted are accurate and on time.
• Ensuring relevant personnel are booked for site inspections per tender received.
• Be able to attend site briefings if needs be.
• Ensuring all documentation is in adherence to what BOQ stipulates.
• Vendor applications to be completed correctly.
• Communicate with relevant resources and obtain required information - technical information and methodology and pricing from Business Unit Managers in preparation for proposals
• Ensuring documents are correctly and accurately completed, signed/authorised, copied, securely bound and sealed, to ensure compliance with tender requirements.
• Ensuring tenders are submitted on time and in the correct format.
• Conduct external research to ensure the Business is using accurate and competitive proposal and pricing models.
• Ensuring that weekly and monthly reports are sent out on time and on pre-agreed dates.
• Ability to handle multiple projects and many stakeholders.
• Ability to travel on occasion.
• Impeccable attention to detail.
• Must be able to work independently.
• Assist with company Administration duties/activities.

Minimum requirements:

• Relevant Administration Qualification
• 2-5 years Administration experience
• Proficient with MS Office (Word, Excel, PowerPoint, Outlook)
• Valid driver’s license 

Job Location:

• Johannesburg, Gauteng