A leading JSE listed Construction company are looking for a people focused and service orientated individual that is prepared to assist the department and all its stakeholders.The individual would assist with various administrative tasks, including but not limited to, travel requirements, expense claims, and preparation of invoices, general expense co-ordination, executive diary management, minute taking, assistance with presentations (where applicable) and scheduling. 
Administrative Assistant
 
JOB REQUIREMENTS
Matric
Tertiary Administrative Qualification would be advantageous
Bookkeeping Qualification would be advantageous
Minimum 2 to 3 years similar/related experience
 
EXPECTATIONS
We are looking for a people focused and service orientated individual that is prepared to assist the department and all its stakeholders.
The individual would assist with various administrative tasks, including but not limited to, travel requirements, expense claims, and preparation of invoices, general expense co-ordination, executive diary management, minute taking, assistance with presentations (where applicable) and scheduling.
TECHNICAL SKILLS
Strong Interpersonal skills.
Strong Communication skills.
Articulate.
Problem-solving skills.
Initiative.
Negotiating skills.
Organising skills.
Facilitation skills.
Administrative skills.
Basic bookkeeping skills.
Ability to multi-task and to prioritize tasks.
Deadline driven.
Ability to take minutes.
BEHAVIOURAL COMPETENCIES
Maturity.
Independent and objective.
Honesty, integrity and reliability.
Team worker.
Self-starter, perform functions with minimal supervision.
Service orientation.
Results orientation including appropriate prioritising of tasks and requests.
Collective and participatory.
Maintenance of confidentiality.
Passion for admin
Ability to handle stress.
Professional
ROLES & RESPONSIBILITIES
Administrative Assistant
The Administrative Assistants primary role is the organization of department travel, capturing of expenses and billing of customer charges.
Travel & Expenses
Maintain relationship with travel agents and other service providers
Reconcile travel agent monthly account
Reconcile supplier monthly accounts
Agree travel agents invoices to quotations
Agree supplier invoices to quotations
Resolve all travel related queries
Resolve supplier related queries
Capture all travel related invoices
Capture all other expense related queries
Book all department travel requirements
Obtain divisional authorization for travel documentation
Maintain record of all travel related documents
Maintain record of all supplier related queries
Billing
Prepare monthly invoices regarding expense recoupment
Recoupment of all expenses
Prepare quarterly departmental audit invoices
Reconcile department invoices
Resolve invoice related queries
Maintaining records of all billings
Diary management and meetings
Maintain senior staff diaries
Maintain administrative files for senior staff
Plan all departmental staff meetings and venue co-ordination
Keeping meeting minutes, filing thereof and dissemination
Preparation of meeting agendas and dissemination thereof
General administration
Updating audit findings data base
Updating and maintaining SharePoint site in relation to admin documents and knowledge sharing documents
Maintaining departmental calendar
Resolving department admin queries
Collection of department timesheets, following up of outstanding timesheets and loading timesheets
Ordering and safeguarding of stationery and hardcopy records
Any other admin duties, for instance ordering lunch or buying flowers for events.