Office Administrator

Ikwezi Mining (Pty) Ltd; Midrand; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Ikwezi Mining (Pty) Ltd is seeking an experienced Office Administrator to support the CEO/COO, manage the day-to-day office operations, and coordinate travel, visas and supplier payments from its Midrand offices in Gauteng, South Africa.

You will maintain records, coordinate IT assets and fleet-related tasks, and ensure safety and compliance in line with company policies. A relevant qualification and 3–5 years in admin are preferred.

Qualifications

• Matric (Grade 12) required.
• Relevant qualification in office administration advantageous.
• 3–5 years’ experience in office administration/coordination.

Responsibilities

• Coordinate and manage office administration and facilities.
• Support senior management and HR with expatriate visa extensions.
• Maintain accurate administrative records and reports.
• Liaise with suppliers and coordinate payments.
• Ensure compliance with health, safety and company requirements.
• Provide guidance to Administrative Assistant and assist with HR tasks.

Skills

Communication

Organisational skills

Time management

MS Office

Education

Matric (Grade 12)

Office administration qualification (advantageous)

Tools

Microsoft Word

Excel

PowerPoint

Job description

1. Health, Safety and Compliance

• Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and
  applicable legislation.
• Ensure that office facilities meet all relevant health and safety regulations and standards.
• Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed.
• Develop and maintain emergency procedures and ensure that fire drills are conducted as required.
• Ensure that statutory health and safety training is completed and that Health and Safety
  Representatives are appointed where required.
• Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and
  relevant records are kept up to date.

2. Diary and Schedule Planning – Chairman/COO

• Manage and prioritise the Chairman’s/COO’s calendar, ensuring that all meetings, appointments,
  deadlines and engagements are accurately scheduled.
• Prepare and distribute meeting agendas, reminders and supporting documentation to ensure
  effective meeting preparation.
• Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders.
• Ensure that management is informed of upcoming commitments and that conflicting appointments
  are managed appropriately.

3. Travel and Accommodation Coordination

• Plan and arrange cost-effective local and international travel, accommodation and transport for
  executives, employees and external visitors in accordance with company policies.
• Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel
  documentation.
• Coordinate travel arrangements for expatriates visiting head office, including accommodation and
  transport, and assist HR with visa extension applications when required.
• Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings
  and resolve travel-related queries.
• Monitor travel arrangements and address changes or unexpected issues to minimise disruptions.

4. Vessel Documentation Auditing

• Audit and verify vessel documentation to ensure accuracy, completeness and compliance with
  applicable regulatory and statutory requirements.
• Coordinate the submission, tracking and follow‑up of vessel documentation to ensure that
  operational and statutory deadlines are met.
• Ensure that all required shipment documentation is reviewed and signed by the CEO/COO where
  necessary.
• Maintain accurate records of vessel and shipment documentation and follow up on outstanding
  documents to prevent delays.

5. IT Inventory and Equipment Control

• Maintain an accurate and up‑to‑date inventory of company IT equipment, ensuring proper allocation,
  tracking and record‑keeping.
• Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support
  business operations.
• Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic
  licences, and ensure that payments are made on time.
• Ensure sufficient software licences are available when required and coordinate licence additions,
  renewals and cancellations as necessary.
• Maintain records of IT assets and assist with the administration of company cellphone contracts and
  purchases.

6. Sales Administration

• Update and maintain sales pricing on a daily basis, ensuring that pricing information is accurate and
  current.
• Prepare and distribute monthly bag sales reports to relevant bag customers.
• Update the SMD file on a monthly basis, ensuring that information is accurate and up to date.
• Follow up with Sales Representatives to ensure weekly sales reports are submitted on time for
  presentation every Friday.
• Compile, maintain and distribute sales‑related information and reports as required by management.
• Coordinate cellphone contract renewals and new cellphone purchases as required.

7. Fleet Management Administration

• Manage the administration of company vehicles, including licence renewals, fines, renewals and
  vehicle purchases when required.
• Ensure that Acknowledgements of Debt (AODs) are issued for applicable traffic fines.
• Maintain accurate fleet records and communicate upcoming licence renewals, payments and other
  requirements to prevent penalties or operational delays.
• Monitor and coordinate the availability of funds required for Cape Town trucks and tankers.
• Liaise with the relevant departments and service providers to resolve fleet‑related administrative
  matters.

8. Insurance Claims Administration

• Prepare, verify and submit all required documentation for insurance claims relating to company
  vehicles, laptops, electronic equipment and vessels.
• Ensure that all supporting documents are accurate, complete and appropriately approved before
  submission.
• Follow up with insurers and relevant parties on outstanding claims and provide additional
  information when required.
• Maintain accurate and secure records of insurance claims and related correspondence, ensuring
  that all submissions meet the required deadlines.

9. Invoices, Creditors and Supplier Coordination

• Verify and follow up on invoices to ensure timely payment for services, including Vodacom, MTN,
  Cartrack, Makro, accommodation, travel agencies and other approved suppliers.
• Liaise with the Creditors and Procurement teams to track outstanding invoices and resolve payment
  queries.
• Escalate urgent payment matters to management where necessary to prevent service interruptions
  or operational disruptions.
• Monitor recurring supplier payments and follow up on outstanding approvals and documentation.
• Attend to additional urgent administrative and supplier‑related queries as requested by
  management.

10. General Office Administration and Management Support

• Ensure the effective day‑to‑day running of the office and provide administrative support to
  management and other departments as required.
• Ensure that the duties and responsibilities of the Administrative Assistant are carried out effectively
  and provide guidance or follow‑up where necessary.
• Assist HR with expatriate visa extension applications and coordinate related travel, accommodation
  and transport arrangements when requested.
• Coordinate farewell gifts and gatherings when requested and approved by management.
• Maintain accurate administrative records, reports and documentation.
• Provide recommendations and administrative support to management to improve office efficiency
  and service delivery.
• Perform any other related duties in the interest of CEMZA as instructed by management.

Minimum Requirements

• Matric (Grade 12).
• A relevant qualification in office administration, office management or a related field will be
  advantageous.
• A minimum of 3–5 years’ experience in office administration, office management or facilities
  coordination.
• Proven experience in coordinating administrative functions, maintaining records, managing
  suppliers and supporting senior management.

Skills and Competencies

• Excellent verbal and written communication skills.
• Strong organisational, planning and time‑management abilities.
• Good reporting, record‑keeping and documentation management skills.
• Computer proficiency, particularly in Microsoft Word, Excel and PowerPoint.
• Strong attention to detail and the ability to work accurately under pressure.
• Excellent problem‑solving skills and the ability to take initiative.
• Ability to manage multiple tasks, prioritise deadlines and work independently.
• Professionalism, accountability, confidentiality and a commitment to continuous improvement.

Key Performance Expectations

• Effective office management and administrative support.
• Compliance with applicable health, safety, statutory and company requirements.
• Accurate and timely reporting, documentation and record‑keeping.
• Effective cost control and supplier payment follow‑ups.
• Timely completion of administrative tasks and departmental requirements.
• Consistent service delivery and support to management and business operations.