Bosch Projects – Project Secretary (Eastern Cape) at Bosch Holdings (Pty) Ltd

Bosch Projects, a member of the multi-disciplinary Bosch Holdings group of companies, founded in 1961, has a job opportunity for a Project Secretary. This position will be based in Gqeberha Eastern Cape and reports directly to the Regional Director.

KEY  RESPONSIBILITES :

• Project document management & filing: typing, proof reading, document control / quality compliance, RFQ process with sub-consultants, BOQ edits / formatting, information system capturing, indexing, organizing, editing documents, drawing / documenting transmittals & records, filing and storage of project documents and project lists, UBW reports for ITIS (SANRAL software) & Managers as needed.
• New Projects: Loading new projects, budget & closing. Updating dates & connections as and when needed.
• Project finance coordination: timesheet control, travel arrangements, company vehicle log sheets, project costing / forecasting, invoicing and payments certificates review & submission, statements / cover letters, debtor schedules, liaison with Accounts department and debtor follow up with clients.
• Office administration: general office administration duties including preparation of paperwork / drafting letters & distribution, presentations, data capturing and data verification, formatting and editing of documents, telephone messages, coordination of training, loading of training courses.
• Quality management system (QMS) and audits: divisional quality audits, non-conformities, summary page (monthly,) PQP files for managers, occupational health & safety audits.
• Tendering: search for national tenders on websites as per instruction from Regional Director / Divisional Manager, maintain CV’s in long / short and world bank formats, stock key supporting documentation for tenders such as Tax Clearance Certificates, obtain certified documentation and signed resolutions, client panel listings, compile and submit national and international tenders, maintain master documents (all tenders to look the same,) contract document printing and SANRAL tenders (main tenders & B-Forms)
• Database management: Maintain databases of academic and professional information and certificates, including Shareholders ID documents, client reference letters received for tenders, letters of appointment, tender methodologies, ECSA registration passwords & certificates, SACPCMP (passwords,) update Branch / Team Organogram, maintain / update the project experience schedule.
• Marketing / public relations: assist with marketing aspects, including compilation and maintenance of project data sheets, client satisfaction process / records.

THE IDEAL CANDIDATE SHOULD:

• A Matric certificate with math as an advantage.
• A minimum of five years relevant work experience with engineering industry exposure (advantageous.)
• Good computer skills / Microsoft office (Excel, Word & PowerPoint,) advanced Excel
• Good knowledge in the compilation of tender documents, bid submissions including the identification of bid document requirements and collation of deliverables etc.
• Excellent interpersonal skills.
• Good knowledge of report writing.
• Good attention to detail.
• Good time management skills.