Office Administrator (Security Industry), Contract, KuGompo City

Sheldon Recruitment and Selection; East London; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Sheldon Recruitment and Selection is seeking a competent Payroll/Office Administrator to support payroll processing, office administration and document control in a security environment. The role covers reception, filing, client and supplier records, and compliance tracking with deadlines.

Applicants should have Grade 12 with payroll experience, proficiency in Word/Excel/Outlook, and strong communication. Experience with security site administration and tender support is advantageous.

Qualifications

• Grade 12 with 2+ years security admin experience.
• Practical payroll software experience and payroll processing.
• Proficiency with Word, Excel, Outlook and electronic filing.
• Ability to prepare correspondence and maintain registers.
• Good written and verbal communication and receptionist skills.
• Ability to organize tasks and handle confidential information.

Responsibilities

• Manage reception, telephone calls, emails, visitors and general office correspondence.
• Maintain organized electronic and physical filing systems for client, supplier, contract and operational records.
• Keep a contract and compliance register; track expiry dates and missing documents and alert the manager.
• Collect and verify timesheets, attendance records, rosters, overtime and leave; resolve discrepancies with Operations and HR before payroll deadlines.
• Prepare and process payroll on the payroll system, including earnings, deductions and payslips; submit payroll reconciliations for approval.
• Prepare letters, reports, meeting agendas and minutes and maintain an action register.
• Coordinate meetings, travel, accommodation, stationery and other office requirements within approved budgets.
• Prepare and track quotations, purchase requests, orders and invoices; obtain approvals and forward supporting documents to Finance.
• Support tender submissions by compiling approved documents, checking completeness and monitoring deadlines.
• Maintain registers for office assets, equipment and supplies and coordinate servicing or repairs.
• Receive client enquiries and service requests, log and refer to the responsible person and follow up.
• Protect confidential employee, client and third-party information and follow approved procedures for sharing documents.

Skills

Attention to detail

Professional communication

Organisational skills

Discretion / confidentiality

Payroll processing

Customer service

Education

Grade 12

Office administration diploma/certificate

Tools

Payroll software

Microsoft Word

Microsoft Excel

Outlook

Job description

Applicants are required to meet the following criteria:

• Grade 12 with 2+ years security administration experience in a security company, including officer rosters, attendance records, client documentation and security compliance records
• Practical experience using payroll software, processing payroll and reconciling payroll inputs and reports
• Proficiency in Microsoft Word, Excel, Outlook and electronic filing systems
• Ability to prepare professional correspondence, maintain registers and check supporting documents accurately
• Good written and verbal communication and confident telephone and reception skills
• Ability to organize competing tasks, meet deadlines and handle confidential information responsibly

Preferred qualifications and experience

• Certificate or diploma in office administration, business administration or a related field
• Experience administering multiple security sites and maintaining security officer personnel and deployment records
• Experience supporting tender submissions, contract registers, payroll admin and basic bookkeeping
• Familiarity with security industry compliance documentation & roster / attendance systems.

Required competencies

• Accuracy, organisation and consistent follow-through
• Professional conduct, discretion and sound judgement
• Customer service, teamwork and effective communication
• Ability to identify missing information and upscale issues promptly

Performance measures

• Accurate and timely payroll processing, reconciliations, payslips and administrative reports
• Complete, current and easily retrievable files and registers
• Early escalation of contract expiry dates and outstanding compliance documents
• Prompt handling and follow-up of enquiries and management instructions
• Accurate purchase and invoice records with the necessary approvals

The successful applicant would be responsible for, but not limited to:

• Manage reception, telephone calls, emails, visitors and general office correspondence
• Maintain organized electronic and physical filing systems, including client, supplier, contract and operational records
• Keep a contract and compliance register; track expiry dates, addenda and outstanding documents and alert the responsible manager
• Collect and verify timesheets, attendance records, rosters, overtime and leave documentation; resolve discrepancies with Operations and HR before payroll deadlines
• Prepare and process payroll on the payroll system, including authorised earnings, deductions, employee changes and payslips; submit payroll reconciliations for approval before payment
• Prepare letters, reports, meeting agendas and minutes and maintain an action register
• Coordinate meetings, travel, accommodation, stationery and other office requirements within approved budgets
• Prepare and track quotations, purchase requests, orders and invoices; obtain approvals and forward supporting documents to Finance
• Support tender submissions by compiling approved documents, checking completeness and monitoring deadlines
• Maintain registers for office assets, equipment and supplies and coordinate servicing or repairs
• Receive client enquiries and service requests, log & refer to responsible person and follow up
• Protect confidential employee, client and third-party information and follow approved procedures for sharing documents and using storage device

Salary: Market related as per Bargaining Council rates