Minimum Requirements

Must have previous secretarial experience in a Civil Engineering or Construction environment for a minimum of 5 years. Position is based in the Western Cape.

Minimal Requirements:

• Office Administration Qualification (Advantageous)
• Valid Driver’s License Code EB and Own Vehicle
• Willingness to travel as an when required
• Fully compliant with MS Office Suite on an advanced level
• Must be organised, practical, hardworking and diligent
• Must have excellent communication and interpersonal skills
• Good administrative capabilities and report writing skills
• Experience in Tendering

Duties

1. Office Administration

• Delivering, collating, arranging and collecting documents (including inter –office deliveries).
• Compiling and submitting invoices to clients.
• Ordering, monitoring and distribution of stationery and office supplies for the division.
• Making travel arrangements for the division.
• Maintaining manager’s diary.
• Organising of catering and set up of meetings for the division and liaising with BDM/ HR for budgets.
• Minute taking at meetings and distribution thereof.
• Handling of all office and inter-office correspondence.
• Filing of all documentation in accordance with QMS.
• Capturing of manager’s times sheets on Proman.
• Processing of all leave for staff on ESS.
• Formulating of PowerPoint presentations.
• Processing external supplier’s invoices.
• Performing reception duty for branch office.
• Supervision of domestic staff member in conjunction with Business Development Manager.
• Tracking, monitoring, reconciling and requesting Petty Cash.
• Assist with Printing and Binding of Documents.
• Assist with following up / updating Debtor’s List.
• Submitting and tracking of Internal supplier and sub-consultant invoices.
• Assist with arranging office maintenance /repairs.
• Assist with arranging / organizing office social / social responsibility events.
• Download the Print / telephone reports for invoicing.
• Filing as and when required.
• Creating new office telephone codes and new office files as and when new projects arise.
• Travel to tender briefings at various municipalities and distribute minutes to the relevant managers.
• Travel to clients and various municipalities to deliver documentation.
• Assist with drawing up of letters / correspondence.
• Vision system administration.

2. Tendering Duties

• Collating and submitting supplier database applications.
• Attend briefings / openings, compile minutes thereof.
• Update tender schedule.
• Liaise with HO and BDM to arrange briefing attendance.
• Download necessary tender documents, update tender calendar.
• Assist with compilation of tender ensuring it is done correctly and certified timeously.
• Follow up on tender results.
• Co-ordination, compilation and completion of tender documents.
• Coordinate collection of tender documents and tender delivery ensuring submissions are made on time.
• Assist with key tender milestones and with tender administration processes to ensure they are accurately completed in order to meet deadlines.
• Manage tender correspondence in line with internal and external guidelines
• Accurate inputting of tender milestone dates into the Tender Tracker.
• Assists in the management of data related to the tendering process.

Preference will be given, but not limited to, candidates from designated groups in terms of the Employment Equity Act. Correspondence will only be conducted with shortlisted candidates. Should you not hear from us within four weeks, please consider your application unsuccessful.

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Interested parties may send their applications by the deadline of 25th November 2022.

Job Type: Full-time