Office Administrator

Southey Contracting Offshore Division; Cape Town; On-site; ZAR 300,000 - 450,000; Full time

Job summary

A leading contracting company in Cape Town is seeking an experienced administrator to manage project tasks, support team logistics, and ensure all compliance documents are up to date. The role demands resilience, excellent communication, and multitasking abilities, as well as proficiency in Pastel/Sage and Excel for financial reporting. This position requires working well under pressure and assisting management with critical tasks.

Qualifications

• Demonstrate excellent interpersonal skills to effectively collaborate within multidisciplinary teams.
• Strong communication and presentation skills for effective interaction with colleagues and clients.
• Ability to manage multiple projects and teams concurrently.

Responsibilities

• Take on the role of project management and report progress to management.
• Provide assistance to management and follow instructions diligently.
• Handle data capturing and processing with strong attention to detail.

Skills

Resilience

Interpersonal Skills

Project Management

Communication

Analytical Skills

Flexibility

Tools

Pastel/Sage

Excel

Job description

Key Performance Areas & Duties

• Resilience and Interpersonal Skills: Demonstrate resilience and possess excellent interpersonal skills to effectively collaborate within multidisciplinary teams
• Project Management: Take on the role of project management and report progress to management as necessary.
• Multitasking: Manage multiple projects and teams concurrently, even outside standard office hours, to meet project objectives.
• Communication and Presentation: Exhibit strong communication and presentation skills for effective interaction with colleagues, clients, and management
• Progress Reporting: Regularly report progress on assigned tasks and projects when requested.
• Quick Learning: Demonstrate the ability to quickly learn and apply new concepts and technologies.
• High-Pressure Environments: Be able to work extended hours under high- pressure environments to meet project deadlines that may change
• Assisting Management: Provide assistance to management as required and follow instructions diligently.

• Manage day-to-day administrative tasks with precision and focus
• Handle data capturing and processing with strong attention to detail
• Utilize Pastel/Sage and Excel for financial tasks and reporting
• Coordinate and process visa applications, ensuring compliance with all relevant requirements
• Provide organizational support to the team and assist with offshore-related activities
• Leadership responsibilities, if applicable, based on role and scope
• Assist the Finance team in tasks related to logging of credit card receipts, vendor documentation and related requests from management
• Take of minutes for meetings and present them in the format required by management and clients
• Manage team logistics including flights and accommodations
• Track service engineers in the field to provide availability of engineers in the field to assist with team management and project management
• Ensure all administrative tasks for all service engineers are completed and verified to comply with the company standards
• Be available after hours to complete tasks issued by management which are time sensitive
• Interact with service engineers respectfully, supportively and enforce compliance with company standards

• Supplying management with data in the requested format
• Ensuring all service engineers documents and compliance certificates are kept up to date

• Supporting the company with marketing on the required platforms and events

Competencies & Behaviour

• Excellent written and verbal, professional communication skills
• Self-motivated with the ability to work with or without external deadlines and instructions
• A very high level of ethics and integrity – always working to professional and corporate guidelines
• The ability to work well within a team, and grow via coaching and mentoring others
• Always working to “best-practice” guidelines and driving high-quality work output in all things
• Strong analytical skills (systematic approach, good at problem solving, understanding of complex systems)
• Flexibility (good at multi-tasking, ability to work on various tasks simultaneously)
• Ability to build strong partnerships through trusted interactions
• Arriving timeously for work

Office and Team Coordination

• General office management and administrative support to the team
• Filing, document control, and record-keeping
• Scheduling and coordination of team movements
• HR and Administrative Support

• Tracking employee leave, attendance, and timesheets (weekly, monthly, annually)
• Assisting with onboarding and offboarding/demobilization of personnel
• Preparing and compiling data packs for team deployments
• Financial Administration

• Reconciling credit card and petrol card statements with receipts
• Managing petty cash
• Monitoring and reconciling project-related expenses
• Procurement and Asset Management

• Issuing and tracking PPE
• Maintaining an accurate register of company assets
• Handling vendor registrations and submission of required documents