Administrative Assistant

Clicks Group Limited; Johannesburg; Sur place; ZAR 240 000 - 360 000; Plein temps

Résumé du poste

Clicks Group Limited in Johannesburg is seeking an Administrative Assistant to provide essential administrative and financial support to the Facilities Manager. The role focuses on accurate record-keeping, procurement, contractor administration, and ensuring compliance with health and safety regulations and company policies.

Based in Randburg, the role involves budget monitoring, data management, timesheets reconciliation, and collaboration with the Facilities Manager and finance team to

Qualifications

• Matric is essential; a related tertiary qualification is desirable.
• Minimum 2 years of administrative experience.
• Experience in a Facilities Management environment is desirable.
• Experience with basic accounting and reconciliations.
• SAP experience and SLA administration/contractor coordination are required.

Responsabilités

• Administer contractor records, contracts, schedules and compliance.
• Track contractor performance against SLAs and escalate deviations.
• Assist in budget reporting, requisitions and goods receipting on SAP.
• Reconcile timesheets to invoices and manage petty cash; ensure accruals.
• Source cost-effective quotations and manage data for reporting.
• Maintain up-to-date data, produce quality reports, and support Capex requests.
• Support employee relations and stakeholder engagements within the DC.
• Ensure health and safety compliance and adherence to policy.

Connaissances

Excel

Word

PowerPoint

SAP

Planning & organising

Verbal & written communication

Attention to detail

Multi-tasking

Project management

Decision-making

Formation

Matric (Grade 12)

Related tertiary qualification

Outils

SAP

Description du poste

The Administrative Assistant provides essential administrative and financial support to the Facilities Manager, ensuring efficient facilities operations, accurate record-keeping, effective contractor management, budget control, and compliance with health and safety regulations and company policies. The role will be based in Leaglen, Randburg, Gauteng and will report to the the Facilities Manager.

1.Job Purpose

To provide comprehensive administrative support to the Facilities Manager in maintaining high standards of service delivery and ensuring full compliance with health and safety regulations. The role supports the management of maintenance, archiving, cleaning, security, and training centre teams by ensuring accurate record-keeping, efficient procurement and reconciliation processes, and effective contractor and stakeholder administration.

2. Key Performance Areas (Job Objectives)

2.1. Contractor & Service Provider Administration

• Assist in the administration and score carding of all contractors, including those involved with cleaning, security, pest control, hygiene, office plants, generators, and other daily service providers, within SLA.
• Track contractor performance against SLAs and escal any deviations to the Facilities Manager.
• Maintain accurate contractor records, including contracts, service schedules, and compliance documentation.

2.2. Financial Administration & Budget Support

• Assist in compiling, managing, and reporting on the NSSC services budget, ensuring no over-expenditure occurs.
• Process requisitions and goods receipting on SAP for all facilities-related orders created by the Facilities Manager.
• Reconcile actual supply to orders, highlighting any over/under supply to the Finance Manager.
• Reconcile weekly timesheets to invoices, ensuring accurate capture of temporary employment provider costs (provident fund and medical aid contributions).
• Ensure all outstanding facility and casual wage invoices from service providers are included in the monthly accruals listing.
• Verify the accuracy of monthly invoices from external service providers regarding transport, vehicle rental rates, labour costs, overtime, and rate per kilometre.
• Manage petty cash requisitions, ensuring they are authorised, reconciled weekly, and replenished timeously from Head Office while maintaining the minimum float.
• Source cost-effective quotations for facility expenses and services, ensuring consistent cost savings against budget.

2.3. Reporting & Data Management

• Ensure relevant data is up-to-date, accurate, stored, and maintained within the various databases, facilitating efficient and accurate reporting.
• Deliver quality reporting on a regular and/or ad‑hoc basis to meet business needs and drive effective decision‑making.
• Assist in presenting and compiling Capex requests
• Maintain accurate record‑keeping systems so that documents can be easily retrieved when required.

2.4. Employee Relations Support

• Build and maintain good stakeholder relationships through professional and efficient engagements.
• Serve as a point of contact for procurement of goods and services requests from line managers within the DC, as well as between accounts payable and the DC.
• Resolve supplier queries timeously to ensure continued service delivery.
• Assist in resolving employee relations matters professionally and timeously, ensuring compliance with all relevant legislation and company policy.
• Support the Facilities Manager in people management by monitoring performance and ensuring compliance and staff development of all members within the direct and extended team.

2.5. Compliance & Safety

• Adhere to and support statutory health and safety requirements, housekeeping standards, and all internal policies in the admin department to ensure compliance.
• Support the ongoing delivery of a professional mailing system through the ongoing review of processes and procedures.
• Manage continuous improvement, changes, and upgrades relating to customer and other business requirements as and when they arise.

Qualifications and Experience:

• Essential: Matric (Grade 12).
• Desirable: Tertiary qualification in a related field (e.g., Business Administration, Facilities Management, or Logistics).
• Minimum 2 years' administrative experience.
• Experience within a Facilities Management environment (desirable).
• Experience with basic accounting and reconciliations.
• SAP experience.
• Experience with SLA administration and contractor coordination.

Skills, Abilities and Job-Related Knowledge

Technical Skills:

• o Strong computer literacy (Excel, Word, PowerPoint). Working knowledge of SAP and
• o Strong planning and organising skills.
• o Excellent verbal and written communication skills.
• o Attention to detail and high accuracy levels.
• o Ability to multi‑task and work in a high‑pressure environment.
• o Professional customer engagement and problem-solving skills.
• o Project management and decision‑making abilities.

Delivering Results and Meeting Customer Expectations