Job Openings 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.

go to method of application »

This is an exciting opportunity for a talented and energized Technical Assistant to join a leading infrastructure consultancy and contribute to the growth and development of a business with a reputation for technical excellence and strong client relationships.
REPORTS TO

• Function Manager – Power & Energy (Primary)

PRIMARY POSITION PURPOSE

• The Technical Assistant will assist with administration and technical work and queries. This may include liaising with clients and site staff. The job holder ensures that technical and administrative tasks are completed in a timely manner to support the technical personnel in the delivery of the specific piece of work or project.

KEY RESPONSIBILITIES

• With a minimum of 3 years of experience in a similar role, the key responsibilities are:
• Preparation and compilation of monthly fee accounts: collect all relevant documents and third-party claims to be included in the relevant fee account.
• Review all log sheet and sundry claims from personnel.
• Travel arrangements for staff
• Project filing electronic and paper based according to Quality Management System.
• Assisting Project Manager and Project Director with drafting correspondences to clients and contractors.
• Assisting personnel with general queries.
• General Administration for the division.
• Elected to be on regional committees e.g. the EE (Employment Equity) committee if required
• Elected to be on the Social Committee if required
• Assisting with quality management system and processes– CESA Certified Internal Auditing ISO 9001.
• Typing of letters, minutes and all relevant written communication
• Liaison with client(s)
• Attending meetings and recording of minutes
• Data capturing and data classification
• Set up and maintain systems of financial and budget control
• Check for tenders on websites and newspapers
• Compilation of project or bid methodologies
• Organisation of team and office events if required

PERSONAL ATTRIBUTES

• Team player
• Demonstrating effective problem solving
• Paying strong attention to detail
• Demonstrating time management skills
• Meeting deadlines
• Honest and Trustworthy
• Proactive and a quick learner
• Able to work well under pressure
• Flexible
• Able to work independently
• Responsible

RECOMMENDED QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED

• 3+ years of relevant experience in a similar role
• National Senior Certificate compulsory
• Diploma qualification in an applicable field would be advantageous
• MS Office proficiency - Outlook, MS Word, PowerPoint, Excel, Visio
• Experience in finance administration would be advantageous
• Excellent verbal and written communication skills
• Excellent typing skills
• Problem solving skills
• Ability to take initiative
• Pay close attention to detail
• Process and documentation driven
• Ability to organise effectively and prioritise own workload
• Able to meet strict deadlines
• To find 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 who meet 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 go through our Resourcing function and currently, this role doesn’t require agency input. Please do not forward resumes directly to SMEC employees/managers; we do not accept unsolicited resumes and are not responsible for any associated fees.