Administration Clerk
Location: South Africa
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Job Purpose
The Clerk Planning will provide critical administrative and clerical support to the Engineering Department, with a strong focus on maintaining data integrity within the Maintenance Planning Section. The role ensures accurate capturing of workorder feedback, contractor and service provider input, and utility data. By assisting with planning-related clerical tasks, the incumbent contributes directly to the smooth execution of maintenance activities, compliance with statutory requirements, and achievement of departmental performance targets.
This position interacts extensively with internal stakeholders across departments, as well as external service providers, ensuring seamless coordination, compliance, and operational efficiency.
Key Duties and Responsibilities
1. Data Capturing and System Integrity
- Capture all maintenance-related information into the CMMS (ON KEY) system, including:
- Workorder feedback
- Failure reports and 5-Why analysis feedback
- Condition monitoring data
- Utility usage and performance data
- Feedback from contractors and service providers
- Ensure that data entered into the system is accurate, complete, and timely.
- Record documented tangible and intangible time booking on a weekly basis, including overtime for compliance purposes.
- Generate follow-up workorders for permanent staff, contractors, or service providers as required.
- Support the continuous improvement of engineering data by ensuring system integrity and quality control of records.
2. Clerical and Administrative Support
- Provide day-to-day administrative support to the Engineering Department.
- File, archive, and retrieve documentation from the library or Enterprise Document Management System (EDMS).
- Link relevant documents to assets and tasks within the system for traceability and compliance.
- Print and distribute maintenance cards to engineering teams for task execution.
- Assist in maintaining the Engineering Information System to ensure all relevant records and references are up to date.
3. Communication and Reporting
- Provide input into interdepartmental INVOCOMs (Integrated Value Chain Operations Communication forums).
- Support the achievement of departmental Key Performance Indicators (KPIs) by ensuring timely and accurate reporting.
- Escalate and report incidents, risks, and non-conformances that may pose a business risk to management.
- Compile and submit routine and ad-hoc reports to support decision-making within the Engineering and Maintenance teams.
4. Governance, Compliance, and Risk Management
- Adhere strictly to SHEQ (Safety, Health, Environment, and Quality) standards and statutory compliance requirements.
- Support the promotion of a compliance-driven culture by following legal, regulatory, and quality management system (QMS) frameworks.
- Maintain accurate and auditable documentation in line with internal and external governance standards.
- Contribute to a safe workplace by identifying risks and reporting potential hazards promptly.
5. Contractor and Service Provider Management
- Generate work requests in the system for contract labour and service contracts, based on input from Foremen and Planners.
- Support coordination of contractor activities through accurate workorder processing and feedback capturing.
- Ensure that contractor inputs are fully captured and aligned with PPC standards.
- Track and report on contractor performance through system updates and feedback.
Minimum Requirements
- Educational Qualification:
- Matric / Grade 12 essential.
- Diploma or Degree in Engineering, Maintenance, or an equivalent technical discipline is advantageous.
- Experience:
- At least 2 years’ experience in an engineering maintenance environment or a similar clerical/planning support role.
- Practical experience in data capturing and clerical administration within a planning function.
- Technical Skills:
- Working knowledge of CMMS systems (preferably ON KEY).
- Strong MS Office skills (Excel, Word, Outlook).
- Understanding of engineering/maintenance terminology and reporting requirements.
Skills and Competencies
Technical Competencies:
- Knowledge of engineering maintenance planning processes.
- Proficiency in data entry and management systems.
- Ability to link documentation to tasks and assets for compliance.
Behavioural Competencies:
- Strong attention to detail and commitment to accuracy.
- Effective communication skills, both verbal and written.
- Organisational and time-management skills with the ability to prioritise tasks.
- Ability to work independently while supporting a larger team.
- Adaptability and resilience under pressure.
- High levels of integrity, accountability, and compliance orientation.
Key Outputs / Success Indicators
- Accurate and timely capturing of all maintenance and contractor data into CMMS.
- Maintenance of clean and reliable engineering information systems.
- Full compliance with SHEQ, legal, and governance requirements.
- Smooth support of contractor and service provider management processes.
- Positive contribution to achieving departmental KPIs and business objectives.
Why Join PPC Slurry Factory?
- Opportunity to gain engineering planning exposure in one of South Africa’s leading cement and materials manufacturing operations.
- A supportive environment that values accuracy, compliance, and operational excellence.
- Exposure to working with internal multidisciplinary teams and external service providers.
- Opportunity to grow skills in maintenance planning, administration, and CMMS systems, laying a foundation for career progression within engineering support functions.
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