Administrator- ATS Capacity Planning

ATNS SOC Limited; Gauteng; On-site; ZAR 240,000 - 360,000; Full time

Job summary

ATNS SOC Limited in Gauteng seeks an experienced administrative professional to implement ISO procedures and provide comprehensive support to managers. The role coordinates procurement, ensures timely contract payments, processes licenses and permits, and handles secretarial duties including meetings, travel and minutes.

Responsibilities extend to document control, mail handling, and liaising with stakeholders while maintaining confidentiality and accurate recordkeeping.

Qualifications

• At least 3 years office administration experience or equivalent.

Responsibilities

• Implement ISO procedures as per the Quality Management manual.
• Provide comprehensive administrative support to the relevant Manager(s).
• Coordinate procurement requisitions and verify monthly contract payments.
• Process staff licenses, permits and medicals; manage distribution of documents to stakeholders.
• Arrange meetings, travel and accommodations; take and distribute meeting minutes.

Job description

To implement ISO procedures in accordance with the Quality Management manual. To provide comprehensive administrative support to the relevant Manager(s). To coordinate procurement requisitions and verify that monthly contract payments are made. To send all required source documents timeously to creditors for payment. To provide secretarial support that include the arrangement of meetings and travel and accommodation, the taking and distribution of minutes, distribution of mail, couriering of packages, and other as may be required.

Office Management & Administration:

Accurate record keeping. Capture data, maintain confidentiality, and ensure safekeeping. Receive and process ATS staff training requests, ensuring that all required documents reach Human Capital. Process staff licenses, ACSA permits for employees and contractors and medicals for staff when required. Order, distribute and control stationery and refreshments as per policy stipulations. Process the medical claims of Air Traffic Controllers when required. Check and respond to e-mails accurately and timeously. Receive and distribute AIP (Aeronautical Information Publication) to stations. Ensure safekeeping of staff licenses as required. Submit staff subsistence and travel (S&T) claims to Payroll timeously. Ensure that monthly overtime for ATS Staff is captured and processed timeously as per Payroll Process. Perform any other administrative tasks as instructed by the relevant manager(s).

Secretarial Services:

Arrange all meetings timeously and inform participants properly of the agenda, venue and time Distribute all documentation for meetings timeously, namely agenda, minutes of the previous meeting, presentation, etc. to participants. Ensure that meeting packs are professionally prepared. Take minutes in meetings when required and transcribe. Distribute the minutes of the meetings within seven working days. Ensure that documents are typed accurately and timeously. Arrange travel and accommodation when required to. Process mail, and receive and dispatch couriered packages.

Procurement & Finance Management:

Submit purchase requisitions for ATS Operations in accordance with the Procurement process. Follow-up on official orders with suppliers. Send all source documents to creditors timeously for payment. Ensure that all monthly contract payments are done. Assist Creditors department with updated monthly statements from suppliers and or any other information needed.

Quality Management:

Implement ISO procedures as per the Quality Management manual. Facilitate the review of QMS procedures, directives and instructions. Publish QMS procedures, directives and instructions on the ATNS portal. Update notification of changes to filing indexes. Follow-up on Continuous Improvement Reports to ensure compliance.

Stakeholder Relations Management:

Develop and maintain sound working relationships with internal and external stakeholders. Liaise with and engage relevant stakeholders in dealing with issues and queries and assist with communication to and from the Head’s office. Appropriately attend to incoming and outgoing instructions and responses to and from the Head’s office.

Experience

• At least 3 years office administration experience or equivalent