Administrator - Support
Listing reference: atns_000328
Listing status: Closed
Apply by: 16 August 2023
Position summary
Industry: Aviation & Aerospace
Job category: Admin, Office Support and Services
Location: Kempton Park
Contract: Permanent
Remuneration: Market Related
EE position: Yes
Introduction
Applications are invited to apply for the position of Administrator – Support (Grade 10) based at FAOR. The successful applicants will be reporting to the Manager – Technical Support.
Job description
Major Activities
- Receive and correlate documents in order of priority
- Submit documents to MTS for approval and action
- Maintain a filing system on all applicable Technical Support documentation
- Compose, type, and distribute documentation
- Safeguarding the integrity and confidentiality of documentation
- Handling queries
- Arrange meeting with internal and external stake holders and customers
- Taking, typing, and distributing of minutes (Technical, ATS/TS, OHAS, ACSA, Disciplinary, etc.)
- Forward documents and parcels internally and externally (post, fax, courier)
- Co-ordinate MTS’s activities
- Completion of Delegation of Authority forms when MTS is out of office
- Maintain Technical archives
- Perform reception duties
- Liaise with ACSA on issues such as invoices, permit issuing, boardroom booking etc.
- Awareness of important issues that might affect the company and take necessary action to pro-actively assists MTS in smooth and effective daily operations
- Great Plains – Finance – Maintenance Management System (MMS)
- Create Procurement requests
- Tender evaluation process
- Liaise with Supply Chain Management team
- Create Purchase Requisitions
- Forward signed Invoices and Statements to Creditors for payment
- Check all courier invoices and forward for payment
- Manage Petty Cash Float
- Monthly Re-imbursements and claims
- Assist and submit annual Budget input (CAPEX, OPEX, Internal and External Training)
- Track and advise MTS/STS of variances in expenditure
- Prepare for Financial Year End
- Supplier contract Management liaising with Legal Department
- Facilitate Tender Briefing
- Assist with capturing accurate description, specification and scope of work required
- Maintain Asset register (Asset take-on, asset transfer submitted to Finance and all assets to be barcoded)
- Minute taking of Internal and External Meetings as requested (Station, OHAS, Safety forum)
- Preparation and coordination of presentations as requested
- Liaise with members of senior management & executive team
- Interact with internal and external clients to facilitate problem solving
- Host internal and external clients in a helpful, professional, and friendly manner with proper consideration of their legitimate needs
- Attendance Registers (weekly and monthly checks and calculation for claims)
- Overtime claims
- Rosters
- Arrange transport, accommodation, S & T, etc. for Technical Staff.
- Monthly Private Vehicle Claims
- Personnel Re-imbursement Claims
- Ensure that all leave is captured by staff members
- Assist staff with CRS Personnel Management System
- Assist in ensuring compliance with Occupational Health and Safety Act and the ATNS OH&S plan.
- Assist with arranging permits for staff and visitors
- Arrange local training, including suppliers, quotations, venues, approval, and rostering
- Ensure compliance with ISO 9001:2015 Maintain quality documents
- Assist staff in navigating the Quality System
- Continuous follow up on CIR’s
- Facilitates QMS Refresher Training
Minimum requirements
Minimum Qualifications and Experience
- Grade 12
- Secretarial Diploma
- 3 years’ experience in office administration
