- CEMZA is seeking a highly organised, proactive and detail-oriented Office Administrator to ensure the smooth and efficient day-to-day operation of the office. The successful candidate will provide administrative support to senior management, coordinate office and facilities management, oversee health and safety compliance, and manage various administrative functions relating to sales, fleet, IT inventory, travel and documentation.
- The ideal candidate must be able to multitask, work independently, manage competing priorities and ensure that all administrative responsibilities are completed accurately and within the required deadlines.
Health, Safety and Compliance
- Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and applicable legislation.
- Ensure that office facilities meet all relevant health and safety regulations and standards.
- Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed.
- Develop and maintain emergency procedures and ensure that fire drills are conducted as required.
- Ensure that statutory health and safety training is completed and that Health and Safety
- Representatives are appointed where required.
- Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and relevant records are kept up to date.
Diary and Schedule Planning – Chairman/COO
- Manage and prioritise the Chairman’s/COO’s calendar, ensuring that all meetings, appointments, deadlines and engagements are accurately scheduled.
- Prepare and distribute meeting agendas, reminders and supporting documentation to ensure effective meeting preparation.
- Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders.
- Ensure that management is informed of upcoming commitments and that conflicting appointments are managed appropriately.
Travel and Accommodation Coordination
- Plan and arrange cost-effective local and international travel, accommodation and transport for executives, employees and external visitors in accordance with company policies.
- Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel documentation.
- Coordinate travel arrangements for expatriates visiting head office, including accommodation and transport, and assist HR with visa extension applications when required.
- Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings and resolve travel-related queries.
- Monitor travel arrangements and address changes or unexpected issues to minimise disruptions.
Vessel Documentation Auditing
- Audit and verify vessel documentation to ensure accuracy, completeness and compliance with applicable regulatory and statutory requirements.
- Coordinate the submission, tracking and follow-up of vessel documentation to ensure that operational and statutory deadlines are met.
- Ensure that all required shipment documentation is reviewed and signed by the CEO/COO where necessary.
- Maintain accurate records of vessel and shipment documentation and follow up on outstanding documents to prevent delays.
IT Inventory and Equipment Control
- Maintain an accurate and up-to-date inventory of company IT equipment, ensuring proper allocation, tracking and record-keeping.
- Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support business operations.
- Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic licences, and ensure that payments are made on time.
- Ensure sufficient software licences are available when required and coordinate licence additions, renewals and cancellations as necessary.
- Maintain records of IT assets and assist with the administration of company cellphone contracts and purchases.
Sales Administration
- Update and maintain sales pricing on a daily basis, ensuring that pricing information is accurate and current.
- Prepare and distribute monthly bag sales reports to relevant bag customers.
- Update the SMD file on a monthly basis, ensuring that information is accurate and up to date.
- Follow up with Sales Representatives to ensure weekly sales reports are submitted on time for presentation every Friday.
- Compile, maintain and distribute sales-related information and reports as required by management.
- Coordinate cellphone contract renewals and new cellphone purchases as required.
Fleet Management Administration
- Manage the administration of company vehicles, including licence renewals, fines, renewals and vehicle purchases when required.
- Ensure that Acknowledgements of Debt (AODs) are issued for applicable traffic fines.
- Maintain accurate fleet records and communicate upcoming licence renewals, payments and other requirements to prevent penalties or operational delays.
- Monitor and coordinate the availability of funds required for Cape Town trucks and tankers.
- Liaise with the relevant departments and service providers to resolve fleet-related administrative matters.
Insurance Claims Administration
- Prepare, verify and submit all required documentation for insurance claims relating to company vehicles, laptops, electronic equipment and vessels.
- Ensure that all supporting documents are accurate, complete and appropriately approved before submission.
- Follow up with insurers and relevant parties on outstanding claims and provide additional information when required.
- Maintain accurate and secure records of insurance claims and related correspondence, ensuring that all submissions meet the required deadlines.
Invoices, Creditors and Supplier Coordination
- Verify and follow up on invoices to ensure timely payment for services, including Vodacom, MTN,
- Cartrack, Makro, accommodation, travel agencies and other approved suppliers.
- Liaise with the Creditors and Procurement teams to track outstanding invoices and resolve payment queries.
- Escalate urgent payment matters to management where necessary to prevent service interruptions or operational disruptions.
- Monitor recurring supplier payments and follow up on outstanding approvals and documentation.
- Attend to additional urgent administrative and supplier-related queries as requested by management.
General Office Administration and Management Support
- Ensure the effective day-to-day running of the office and provide administrative support to management and other departments as required.
- Ensure that the duties and responsibilities of the Administrative Assistant are carried out effectively and provide guidance or follow-up where necessary.
- Assist HR with expatriate visa extension applications and coordinate related travel, accommodation and transport arrangements when requested.
- Coordinate farewell gifts and gatherings when requested and approved by management.
- Maintain accurate administrative records, reports and documentation.
- Provide recommendations and administrative support to management to improve office efficiency and service delivery.
- Perform any other related duties in the interest of CEMZA as instructed by management.
Minimum Requirements
- Matric (Grade 12).
- A relevant qualification in office administration, office management or a related field will be advantageous.
- A minimum of 3–5 years’ experience in office administration, office management or facilities coordination.
- Proven experience in coordinating administrative functions, maintaining records, managing suppliers and supporting senior management.
Skills and Competencies
- Excellent verbal and written communication skills.
- Strong organisational, planning and time-management abilities.
- Good reporting, record-keeping and documentation management skills.
- Computer proficiency, particularly in Microsoft Word, Excel and PowerPoint.
- Strong attention to detail and the ability to work accurately under pressure.
- Excellent problem-solving skills and the ability to take initiative.
- Ability to manage multiple tasks, prioritise deadlines and work independently.
- Professionalism, accountability, confidentiality and a commitment to continuous improvement.
Key Performance Expectations
- Effective office management and administrative support.
- Compliance with applicable health, safety, statutory and company requirements.
- Accurate and timely reporting, documentation and record-keeping.
- Effective cost control and supplier payment follow-ups.
- Timely completion of administrative tasks and departmental requirements.
- Consistent service delivery and support to management and business operations.
go to method of application »
- To manage and optimise all rail siding operations related to coal handling, loading, dispatch, stock control, safety, maintenance coordination, and logistics performance to ensure efficient turnaround times, operational compliance, and achievement of production and export targets.
Rail Siding Operations Management
- Manage day-to-day rail siding operations for coal loading and dispatch.
- Ensure efficient rail wagon loading, staging, shunting coordination, and dispatch activities.
- Monitor operational performance to achieve loading targets and turnaround times.
- Coordinate train schedules with logistics providers and operational teams.
- Ensure optimal utilisation of rail siding infrastructure and equipment.
Coal Handling & Stock Management
- Oversee coal stockpile management and movement within the siding area.
- Ensure correct coal grades are loaded according to customer specifications.
- Monitor stock levels, reconciliations, and material movements.
- Investigate and resolve stock variances and loading discrepancies.
- Ensure proper sampling and quality control processes are followed.
Safety, Health & Environmental Compliance
- Ensure compliance with all mine health and safety regulations and company safety standards.
- Conduct regular safety inspections, toolbox talks, and risk assessments.
- Enforce safe work procedures for rail, mobile equipment, and loading operations.
- Investigate incidents, near misses, and implement corrective actions.
- Ensure environmental compliance regarding dust suppression, spillage control, and housekeeping.
Logistics & Contractor Coordination
- Liaise with rail operators, transport contractors, and internal departments.
- Coordinate loading schedules and ensure minimal delays or demurrage.
- Manage contractor performance and compliance on site.
- Maintain effective communication with production, dispatch, and planning teams.
Maintenance Coordination
- Coordinate maintenance activities for siding infrastructure and loading equipment.
- Report equipment breakdowns and ensure timely repairs.
- Minimise operational downtime through preventative maintenance planning.
- Monitor equipment availability and operational reliability.
Team Leadership & Supervision
- Supervise rail siding operators, loading teams, and contractors.
- Manage staffing, shift planning, attendance, and performance.
- Train employees on operational procedures and safety requirements.
- Foster a high-performance and safety-focused culture.
Reporting & Administration
- Prepare daily, weekly, and monthly operational reports.
- Monitor KPIs including loading tonnages, turnaround times, delays, safety incidents, and equipment utilisation.
- Maintain accurate operational records and documentation.
- Analyse operational data and implement continuous improvement initiatives.
Key Performance Indicators (KPIs)
- Achievement of daily and monthly loading targets
- Rail wagon turnaround times
- Minimal train delays and demurrage
- Stock accuracy and reconciliation performance
- Compliance with safety and environmental standards
- Equipment uptime and operational availability
- Reduction in operational downtime
- Contractor performance management
- Incident-free operational performance
- Achievement of dispatch schedules
Minimum Requirements
Qualifications:
- Diploma or Degree in Logistics, Mining, Engineering, Operations Management, or related field
Experience
- Minimum 5–8 years’ experience in coal logistics, rail siding, mining, or bulk material handling operations
- Previous supervisory or management experience essential
- Experience working with rail loading operations and export coal logistics preferred
Knowledge & Technical Skills
- Coal handling and stockpile management
- Rail siding and wagon loading operations
- Bulk materials handling systems
- Safety and environmental legislation
- Operational planning and logistics coordination
- Stock reconciliation and reporting
- MS Office and ERP systems
Competencies
- Strong leadership and people management skills
- Operational planning and organisational ability
- Problem-solving and decision-making capability
- Strong communication and coordination skills
- Ability to work under pressure and manage deadlines
- High attention to safety and compliance
- Analytical and reporting capability
Preferred Experience
- Experience in export coal operations
- Experience working with Transnet rail operations
- Knowledge of wash plant and dispatch operations
- Experience in high-volume mining or terminal environments
Gmail
Yahoomail