Description:
This role provides direct support to the location office manager and project managers in the office, relating to departmental administrative functions and assistance. The role also supports the location office manager with specific administrative functions.
AREAS OF RESPONSIBILITY.
Secretarial Support
Typing of reports, correspondence, minutes, cost estimates, quotations, progress reports etc. Assist with the compilation of letters, progress reports and editing of minutes and reports. Binding/collating reports and tender documents for issue to client, hard copy for filing, save complete pdf on server. Compilation & update of office report with regard to utilisation, budgets, debtors, active projects, proposals & opportunities, & office financials for monthly management meetings. Attention to detail to ensure professional documentation. Reception & switchboard.Project Documentation
Pursuit Documents complete BnB, Risk, CSOC and NPIS forms for proposals/projects, upload to SharePoint. Project Files provide documentation to create project files for new projects and update as required both in hard copy and electronically. Documents scan and save documents where relevant and update project file with hard copies.Tenders & Vendor Registrations
Tenders & Vendor Registrations assist with compilation & completion of tender documents & vendor registrations, within required deadlines. Maintain and update office tender (proposals, quotations, etc.) register and vendor registration register.Administration Projects
Compilation and assistance of monthly accounts as per cost detail reports and budgets and request invoice from debtors department. Invoices check invoices including back up documentation as required by client and compile cover letter and submit to project manager to sign off. Complete and submit documentation such as forecasts, invoice scheduling, WIP reports, project close out forms and project status reports to cost controllers. Vendor/Sub consultant agreements complete and submit to legal department for approval. Once approved submit to relevant role-players to undersign. Vendor/Sub consultant invoices check that vendor/sub consultant is registered on our company database; that an order has been raised for the invoice; that invoice is as per approved sub consultant agreement and budget in order to be included with invoice to the client. Request contractor bank codes and credit ratings for inclusion with tender report. Accommodation arrangements as required. Filing update project files in hard copy and electronically. Archiving projects. Follow up of outstanding debtors on a weekly basis report bac
04 Mar 2025;
from:
gumtree.co.za