Administrator
Location: Mpumalanga
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Purpose of the Job
The Administrator plays a pivotal role in ensuring smooth business operations within the DD Division by providing comprehensive administrative, financial, and operational support. The position is central to maintaining efficiency across multiple functions, including month-end billing, audit preparation, procurement, fleet management, reporting, and general office administration. The role requires strong organizational skills, attention to detail, and the ability to manage competing priorities in a high-pressure environment.
Key Responsibilities
1. Month-End Billing and Reporting Support
- Provide consistent and accurate assistance to multiple DD sites during month-end billing cycles, ensuring all financial records are processed and reconciled on time.
- Assist with monthly audit preparation for each site by gathering required documentation, verifying financial entries, and ensuring compliance with internal controls.
- Consolidate and prepare divisional reports, including:
- Absenteeism reports for workforce monitoring.
- IOD (Injuries on Duty) and staff movement reports to track workforce changes.
- Stationery and PPE schedules for procurement processing through the Embrace system.
- Ensure reporting standards are met and deadlines adhered to, thereby enabling accurate decision-making at divisional and organizational level.
2. Administrative Support to DD Division
- Manage and raise general ad hoc procurement orders using the Embrace system, ensuring proper authorization, coding, and budget alignment.
- Oversee the ordering and distribution of PPE and stationery across 140 DD sites nationwide, ensuring all teams are equipped with the necessary resources to operate effectively.
- Coordinate and consolidate divisional reports, covering overtime, attendance, and leave records, to support workforce planning and compliance with labor standards.
- Maintain and update the divisional asset register bi-annually, ensuring all company assets are accurately tracked, recorded, and accounted for.
- Provide administrative support during internal and external meetings by:
- Typing minutes, capturing action items, and ensuring timely follow-up.
- Coordinating meeting logistics such as scheduling, booking venues, and distributing materials.
- Support compliance with the Protection of Personal Information Act (POPIA) by ensuring proper documentation management and timely shredding of sensitive records.
- Serve as a central administrative resource for the division, ensuring queries and requests are resolved efficiently.
3. Fleet Administration Support
- Assist in the management of the division’s fleet by preparing and consolidating fleet-related reports, including:
- Vehicle transgression reports for compliance monitoring.
- Tyre survey reports to track usage and ensure vehicle safety.
- Tracking PDP (Professional Driving Permits) expiry dates to maintain regulatory compliance.
- Provide support on key fleet initiatives such as the Red Rim Project and Ctrack rollout, contributing to operational improvements and cost efficiencies.
- Manage and maintain the inventory of spare wheels and keys, ensuring accurate tracking and availability for operational requirements.
- Collaborate with the fleet management team to improve reporting accuracy, reduce downtime, and ensure proper use of fleet assets across all sites.
Minimum Requirements
- Grade 12 / Matric certificate (essential).
- Proven administrative experience within a medium-to-large organization, preferably in operations, fleet, or procurement.
- Familiarity with the Embrace system or equivalent ERP system will be highly advantageous.
- Understanding of fleet management processes, procurement cycles, and compliance requirements.
Skills and Competencies
Technical Skills
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), with advanced skills in Excel for data consolidation and reporting.
- Strong ability to compile, analyze, and interpret reports, ensuring information accuracy and relevance.
- Working knowledge of administrative systems, procurement processes, and fleet operations.
Core Competencies
- Organizational Excellence: Ability to manage multiple tasks, prioritize effectively, and deliver results under tight deadlines.
- Attention to Detail: High level of accuracy in reporting, documentation, and data capturing.
- Communication Skills: Strong written and verbal communication for effective correspondence and reporting.
- Problem-Solving: Analytical mindset to identify challenges and implement practical solutions.
- Decision-Making: Confidence to take initiative while ensuring alignment with company policies and procedures.
- Collaboration: Ability to work effectively across multiple teams and departments, maintaining strong working relationships at all levels.
Personal Attributes
- Dependable and Responsible: Demonstrates integrity and reliability in handling confidential and sensitive information.
- Adaptable and Resilient: Comfortable working in high-pressure environments and adjusting to evolving business needs.
- Proactive and Self-Motivated: Takes ownership of tasks, anticipates needs, and drives completion without constant supervision.
- Customer-Centric Mindset: Ensures that administrative processes support operational efficiency and enhance overall service delivery.
Impact of the Role
The Administrator contributes significantly to the operational success of the DD Division by ensuring that all administrative processes are streamlined, accurate, and compliant. By supporting billing, reporting, procurement, and fleet functions, the role directly enhances productivity, reduces risks, and ensures compliance with internal policies and regulatory standards. The efficiency of this position allows operational teams to focus on their core responsibilities, ultimately contributing to improved service delivery and organizational performance.
Career Development and Growth
This role provides a strong platform for growth in administration, procurement, finance, and operational management. The diverse scope of responsibilities exposes the incumbent to multiple business areas, offering opportunities to develop cross-functional expertise and progress into senior administrative or operational management roles in the future.
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