Purpose:

To manage administrative tasks and support the smooth operation of the branch located on a mine site. Excellent organizational and communication skills, with the ability to handle multiple tasks simultaneously in a fast-paced environment. Responsible for overseeing daily administrative functions, coordinating with various departments, and ensuring compliance with company policies and procedures.

Education, experience, and competencies:

• Grade 12/Matric and a certification in office administration or secretarial diploma.
• 3 years administrative experience, preferably in a mining environment.
• Proficient in Microsoft Office Suite (Strong Excel skills – essential)
• Experience in Stock Control
• Experience in payroll
• Valid driver's license
• Strong written and verbal communication skills

Responsibilities

1. Administrative Support:

• Provide comprehensive administrative support to the Manager and staff.
• Handle incoming and outgoing correspondence.
• Maintain and update office records, files, and databases.
• Prepare reports, presentations, and documents as needed.

2. Office Management:

• Oversee day-to-day operations of the branch.
• Order and manage office supplies and equipment maintenance.
• Implement and maintain office procedures and policies.

3. Financial Administration:

• Process invoices, purchase orders, and expense reports.
• Manage petty cash and reconcile monthly statements.
• Manage internal requisitions and assist with cost control initiatives.

4. Human Resources Support:

• Assist with onboarding new employees and coordinating training sessions.
• Maintain employee records and ensure confidentiality.
• Coordinate PPE issuance and keep accurate records of allocations.

5. Coordination and Communication:

• Act as a liaison between the branch and head office.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare and distribute meeting agendas, minutes, and relevant documents.
• Support communication flow within the branch and escalate issues when needed.

6. Compliance and Safety:

• Ensure compliance with company policies, procedures, and regulatory requirements.
• Maintain and update safety records and reports.
• Assist in coordinating safety training and meetings.

7. Customer Service:

• Provide excellent customer service to clients, vendors, and visitors.
• Handle inquiries and resolve issues promptly and professionally.
• Build and maintain strong relationships with internal and external customers.

8. Operational Support:

• Liaise with the Account Manager on customer invoicing, delivery dates, and payment collection.
• Control branch stock levels and manage inventory. Regular stock takes, counting and reconciling variances.
• Stock ordering and issuing, particularly technical spares and PPE for technicians.
• Coordinate repairs. Handling client products for repairs and returns, ensuring repairs logged, tracked, and processed efficiently
• Assist with completion of contractors/service packs and vendor applications.
• Accurately capture data for Certificates of Compliance/Service Reports.
• Monitor and manage technicians' medicals, inductions, and PPE requirements.
• Collect and submit technicians' timesheets, attendance records, and leave forms to Head Office.
• Manage office supplies, groceries, and cleaning services. Replace with: Manage office supplies, groceries and cleaning services, while ensuring smooth branch operations by monitoring utilities (e.g. electricity, fuel for generator, etc).
• Submit various invoices to Head Office for payment.
• Book accommodation for technicians as needed.

9. General Duties:

• Adhere to all company policies, rules, and regulations.
• Perform any reasonable ad hoc tasks and duties required by management.
• Maintain confidentiality and integrity in all administrative dealings.