Maintenance Administrator at Bombela Operating Company (PTY) LTD.

Purpose

• To support the Executive Maintenance and all Maintenance Division staff with administrative tasks and overseeing all maintenance-related tasks in an office environment 

Principal Accountabilities

• Support the Maintenance Executive and all Maintenance Division staff with all administrative tasks.
• Liaise with all Divisions and ensure relevant policies and procedures are communicated to everyone.
• Perform all administrative duties within the Executive Maintenance office in Maintenance Division.
• Work effectively with Maintenance team to provide operational and excellent services
• Specific Responsibilities
• Handle all administrative tasks effectively but not limited to - Setting up meetings, Filing (inclusive of document control system updates), minutes taking, issue and distribute minutes of meetings
• Manage Maintenance Division staff time keeping report
• Process all Maintenance Division timesheets, night shifts, on-call forms and fuel claims to HR timeously
• Participate in process flow administrative tasks such as – collate information received into reports and review before submission to the Maintenance Executive, issue all business daily, weekly and monthly reports according to required timelines
• Thorough review of all information and report before sending to Executive for approval
• Manage formal correspondences for on-time responses – compile and review letters, chair progress monthly meeting with Managers  
• Manage records in Division storage systems – SharePoint, Papertrail etc.
• Advise Finance Division of updated reimburse list including final penalty amount and follow-up on the invoices for reimbursement
• Control office stationery and other supplies
• Ensure settlement of new staff and compliance to onboarding process in Maintenance Division
• Compile and manage applicable work processes and procedures for better office management
• Manage and coordinate Maintenance Executive calendar, working closely and effectively on upcoming commitments and responsibilities with appropriate follow-up
• Prioritize conflicting needs and handle matters proactively to manage deadline pressure
• Keep records of expenses, signed invoices and provide monthly report to Maintenance Executive
• Thorough review of invoices before submission for the Executive approval and follow-up for payment with Finance Division
• Manage Maintenance Division purchase requisition and orders in the Procurement Sage system including placing orders on instructions
• Warmly receive visitors, manage phone calls and correspondences with professionalism
• Perform duties in line with agreed business focus areas
• Manage all secretarial duties within the Maintenance Division
• Undertake any other duties as assigned

Profile
Educational Level

• National Diploma Qualification in any Engineering discipline
• Other Technical/ Professional Skills/Qualifications
• Excellent Computer Literacy in Microsoft etc.
• Technical background is compulsory

Years of Experience

• Minimum of five years’ relevant experience in any Plant & Machinery, Construction or Railway environment
• Minimum of two years’ consecutive experience in administrative position
• Experienced driver with valid driver’s license
• Language Ability
• Fluency in English

Desirable Traits

• General technical knowledge and exposure
• Strong administration skills
• Thorough attention to detail
• Excellent organiser
• Excellent proficiency in English
• Interpersonal and Communication Skills
• Team player
• Show initiative and innovative
• Must have a sense of urgency and can work under pressure
• Ability to effectively multitask

Closing Date

• 17th January 2025