Admin Clerk and Construction / Paper Mill

Phakisa Holdings; Mbombela; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading construction support firm is seeking an experienced Office Administrator in Mbombela to provide essential administrative support for operations. The ideal candidate should have a Grade 12 qualification and proficiency in Microsoft Office, along with significant experience in office administration, particularly in construction or paper mill environments. Key responsibilities include timekeeping, record management, compliance documentation, and supporting management with office duties. This role is vital for maintaining smooth workflows and operational efficiency.

Qualifications

• Grade 12 (Matric) is required.
• Certificate or Diploma in Office Administration is an advantage.
• Minimum 3 years of experience in office administration.

Responsibilities

• Provide general office support for construction and paper mill operations.
• Maintain accurate records of site activities and employee attendance.
• Support management with compliance to safety and operational procedures.

Skills

Organizational skills

Time management skills

Attention to detail

Microsoft Office proficiency

Communication skills

Education

Grade 12 (Matric)

Certificate or Diploma in Office Administration

Tools

MS Office (Word, Excel, Outlook)

Job description

JOB PURPOSE

To provide administrative and office support for construction and paper mill operations, including timekeeping, record management, and site documentation, ensuring smooth workflow, compliance with safety requirements, and accurate operational reporting.

MINIMUM QUALIFICATIONS & TRAINING REQUIREMENTS

• Grade 12 (Matric)
• Certificate or Diploma in Office Administration (advantageous)
• Computer literacy MS Office (Word, Excel, Outlook)
• Knowledge of timekeeping systems, payroll, and HR record management
• Familiarity with construction or industrial site administration procedures (advantageous)

EXPERIENCE REQUIREMENTS

• Minimum 23 years experience in office administration
• Experience in construction, industrial, or paper mill environments
• Timekeeping and payroll experience preferred
• Exposure to site documentation, safety records, and compliance forms

DUTIES AND RESPONSIBILITIES

Administrative Support

• Perform general office duties including filing, scanning, photocopying, and archiving of site and operational documents.
• Maintain accurate records of site activities, employee attendance, and equipment logs.
• Assist with correspondence, reports, and communication between management, site personnel, and external stakeholders.
• Prepare and manage spreadsheets, registers, and documentation required for audits or project reporting.

Timekeeping & Payroll Support

• Record and track employee attendance, leave, overtime, and shift schedules accurately.
• Ensure that timekeeping records are submitted to payroll or management on time and accurately.
• Assist in reconciling timesheets and resolving any discrepancies with supervisors or HR.

Compliance & Site Coordination

• Support management with ensuring compliance to site safety, operational procedures, and company policies.
• Maintain and update safety forms, permit-to-work records, incident reports, and training records as required.
• Liaise with supervisors and operational staff to ensure documentation is up to date and available for inspection.

Office & Record Management

• Maintain a neat and organized office environment.
• Monitor office supplies and equipment and ensure stock is replenished as required.
• Assist in coordinating meetings, schedules, and administrative tasks for site management.

KEY COMPETENCIES & ATTRIBUTES

• Strong organizational and time management skills
• Attention to detail and accuracy in records and reporting
• Excellent communication and interpersonal skills
• Ability to handle confidential information professionally
• Proficiency in Microsoft Office Suite
• Knowledge of construction or industrial operational processes
• Ability to multitask and work under pressure in an industrial or site environment