Administrative Assistant

SUMMARY:
An established environmental consulting company based in Ballito is seeking an experienced Administrative Assistant to oversee the day-to-day running of the office.

The role involves providing administrative, financial and HR support, supervising cleaning staff, managing office operations and maintaining the company's Passport 360 compliance system.

POSITION INFO:
Duties and Responsibilities: Reception and office environment Greet and welcome visitors and clients. Answer and direct telephone and email enquiries. Keep the office tidy, organised and presentable at all times. Cleaning staff management: Supervise the cleaning staff day to day, as their direct point of contact. Draw up and maintain cleaning schedules, rosters and task checklists for offices, kitchen and bathrooms. Carry out regular inspections to make sure cleaning standards are met, and follow up on any shortfalls. Order and manage cleaning materials, consumables and protective equipment, keeping stock at adequate levels. Deal with day-to-day concerns or requests from cleaning staff, and escalate performance, conduct or disciplinary matters to management. Liaise with any external cleaning service providers, if used. Administrative support: Provide administrative support to all departments, including filing, data entry and document preparation. Schedule appointments and meetings. Make travel bookings and arrangements for employees, including flights, accommodation and transport. Manage office supplies and inventory (stationery, kitchen supplies, staff equipment) and keep stock at adequate levels. Arrange couriers for documents. Send staff communications and reminders. Manage the printers, including servicing, toner, printing and binding of documents. Manage the office internet and liaise with the service provider. Order staff clothing. Manage company vehicle maintenance, including booking services and renewing licence discs. Maintain the asset register, communicate with the insurance broker and handle insurance claims. Client and supplier services: Respond to client and supplier email and telephone enquiries. Manage statements and quotations. Issue purchase orders. Prepare and issue non-disclosure agreements (NDAs) when required. Accounting and banking support: Process small daily payments. Assist with accounts receivable and accounts payable. Reconcile bank statements. Manage employee expense and mileage claims. Keep client and supplier information up to date on the accounting software. Human resources support: Assign company property to staff and keep records of it. Maintain the staff qualifications register and abridged CV register. Attend to staff requests. Passport 360 administration: Manage and maintain EXM's compliance and contractor management system (Passport 360), making sure all employees, contractors and equipment meet the required compliance, safety and onboarding standards. Compliance management: make sure all employees and contractors have up-to-date compliance documents (medicals, safety certificates, licences, etc.), monitor expiry dates and follow up on renewals. Contractor and supplier onboarding: onboard contractors and suppliers on the system and check competency documents before work starts. Training and inductions: upload and assign online inductions, safety training and e-learning modules, and confirm they are completed before site access. Equipment management: register company and contractor equipment on the system and monitor inspection, certification and calibration status. System administration: maintain user accounts, permissions and access levels, and liaise with Passport 360 support on technical issues. Requirements: Matric (Grade 12). Experience in similar role is an advantage. At least 2 years' experience in an office administration role. Experience supervising support or cleaning staff. Exposure to bookkeeping tasks such as payments, reconciliations and creditors and debtors. Experience with a compliance or contractor management system (e.g. Passport 360) is an advantage. Good working knowledge of Microsoft Office, especially Outlook, Word and Excel. Experience with accounting software (e.g. Sage, Xero or similar). Strong written and verbal communication skills in English. Other South African languages are an advantage. Basic understanding of health and safety requirements in the workplace. Valid driver's licence and own reliable vehicle (business mileage is reimbursed). Highly organised, with strong attention to detail. Able to manage several tasks and deadlines at once. Confident and fair in supervising and guiding others. Discreet and trustworthy with confidential information. Proactive, reliable and willing to take ownership. Friendly and professional with clients, suppliers and colleagues. Should you not receive a response within the next 2 weeks, please consider your application unsuccessful. Vacancies are advertised on our website, should you wish to keep abreast with our active roles. 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