Job Description

Division: Construction & Pavements

Location: Kwa-Zulu Natal, Durban

PRIMARY POSITION PURPOSE

Provide administrative support to the Construction & Pavements team, in respect of general administrative

duties such as project filing, data capturing, updating project quality related documents, formatting documents, staff timesheets, staff expense claims, minutes of meeting, bid compilation and travel arrangements.

KEY RESPONSIBILITIES

• General administrative duties and support to Managers
• Typing of documents
• Maintaining structured filing system
• Keeping a scheduled diary
• Compile bid documents and co-ordination of administrative tasks
• Giving feedback and communicating with Managers
• Collection of tender documents from various clients in Durban and Pietermaritzburg and timeous delivery of tender documents by closing date and time
• Completing and compiling proposals and tender documents. This includes the submission of current company registration certificates and project experience documents and updated CV’s for tender submissions, ensuring that the documentation complies with the client’s requirements
• Telephonic and e-mail correspondence with clients and sub-consultants
• Sending meeting requests for meetings, and organising refreshments, catering and boardroom equipment, if necessary
• Preparing minutes of internal function group meetings
• Compile PowerPoint presentations and formatting documents such as reports and contract documents, ensuring the Company’s brand requirements are met
• Compiling project data sheets once a project has been completed, and forwarding to Head Office for placement on the Company’s intranet for firm-wide use
• Updating CVs on a regular basis with new projects and qualifications, and forwarding to Head Office for placement on the Company’s intranet for firm-wide use
• Accurate filing and referencing of documentation according to the Company’s Quality Management System which is ISO 9001 accredited
• Ensuring Function group’s project folders are compliant with the Company’s quality management procedures for annual internal and external audits
• Keeping the Function groups storeroom and library neat and in order, and keeping track of the inventory of the equipment cabinet
• Travel arrangements (flights, car hire, accommodation and visas, if required), for internal and external staff and clients
• Timesheet submissions and expense claim submissions on a weekly basis • Ad hoc administration tasks such as switchboard relief

QUALIFICATIONS, SKILLS AND EXPERIENCE

• Matric
• Minimum of 5 years working experience in a similar position with strong administration skills
• Be flexible and work independently as well as in a team
• Strong communication and interpersonal skills
• Experience in the use of all Microsoft Office Application (Outlook, MS Word, Excel, PowerPoint etc.)
• Must be highly proficient in MS Word.
• Fully proficient in the English language
• SANRAL ITIS system reporting experience will be an advantage
• SANRAL tender experience will be an advantage

SMEC values its talented people and is committed to providing opportunities for growth and success. We hire based on skills, qualifications, and experience, while fostering a diverse, inclusive, and supportive workplace where different perspectives are valued, innovation is encouraged, and every employee can make a meaningful impact.

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!