GNO 405492 - Administration Assistant – Craighall
Professional Career Services
Johannesburg, South Africa
5d ago
source : Job Placements

Employer Description

Our Client is in the architectural, interior, and infrastructure design industry and they are based in Gauteng.

Job Description

  • Administration
  • Report and support to the Admin and Finance Manager with administration duties.
  • Assist with the enforcement of HR Compliance, Occupational Health and Safety Compliance and sound Corporate Governance policies.
  • Identify possible cost saving initiatives for the Company.
  • Maintain an orderly filing system.
  • Making travel arrangements such as booking flights, cars and making hotel & restaurant reservations.
  • Request quotes for the procurement of new IT hardware and software.
  • Manage the e-mail and printer setup of new laptops.
  • Book laptop repairs and track progress.
  • Manage IT Tickets. Assist users or log the Ticket with IT Provider.
  • Assist with subscriptions, new licenses and cancellations.
  • Induction of IT / filling procedure and protocols for new employees.
  • Update and maintain the Hardware and software asset register.
  • Assist with research and analysis of best suited software for the company.
  • Monitor IT Invoices and Statements closely to avoid misappropriation of funds and report accordingly.
  • Analyse all supporting tickets against invoices received from IT Provider.
  • Prepare monthly IT reports.
  • Execute any other administrative duties that might be required.
  • Accounting
  • Receive quotes / proformas / invoices from LFSA staff or directly from Consultants / Service providers.
  • Check the quotes / proformas / invoices for our Company details and accuracy and then
  • obtain authorization from the MD for payment.
  • Ensure banking details are provided on approved quotations before submitting for payment.
  • Ensure all quotations are replaced with tax invoices and that the invoice contains the correct information.
  • Issue supplier purchase orders and invoices.
  • Receive disbursement forms from staff, check them against slips provided and confirm totals. Obtain approval from the MD for payment.
  • Photostat slips to A4 paper.

  • Scan copies of disbursement claim forms and supporting documents and save under the appropriate Project folder.
  • Submit a copy of the claim form for payroll processing.
  • Update the disbursement summary sheet for the US office.
  • Human Resources
  • Maintain HR records of the Company.
  • Maintain leave records.
  • Keep personnel files up to date with current information.
  • Welcome new staff members and give them an induction of the relevant standard operating procedures
  • Issue Employee Information Forms to new staff; collect completed copies for processing and file both hard and soft copies.
  • Issue Emergency Contact Detail Forms to new staff; collect completed copies and file a soft copy while providing the Health & Safety Officer with a hard copy.
  • Issue Employee Code of Conduct to new staff; collect signed copies and file both hard and soft copies.
  • Qualifications

  • Diploma or Certificate in Administration
  • Skills

  • Above average computer literacy
  • Pastel accounting experience
  • Reasonable mathematical skills
  • Strong accounts payable experience
  • Pastel Partner experience
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