Job Description This role requires an organized, detail-oriented individual who can manage multiple administrative functions effectively while ensuring compliance with company policies and statutory requirements.
Qualifications Administrative Coordination Maintain personnel files for new and former employees in compliance with company policy.
Accurately update data on the Easy Roster system as needed.
Complete, submit, and process requisitions and orders per company policy.
Maintain accurate records for the the Fleet of Motor Vehicles and submit required schedules to Head Office.
Manage uniform requisitions, orders, and stock levels.
Ensure timely and accurate submission of provident fund claims and assist employees with form completion.
Stay updated on changes to provident fund rules and ensure compliance.
Follow up on all outstanding provident fund and WCA claims until finalized.
Ensure accurate and timely filing and archiving for a neat and organized office.
Comply with all administrative policies and procedures outlined in the Admin Guideline Manual and Policy & Procedure Manual.
Staff and System Management Monitor and assess junior administrators to ensure compliance with their duties and responsibilities.
Safeguard the integrity of information on Easy Roster and prevent unauthorized access or misuse.
Compile, double-check, and submit all monthly schedules (e.g., salary, polygraph, and CCMA schedules).
Maintain up-to-date records for asset registers, training, and skills inventories and submit schedules to Head Office as required.
Resource Management Manage requisitions and orders for stationery, ensuring accurate stock records.
Keep insurance claims updated and assist with accurate claim form submissions.
Maintain petty cash and informer fund schedules weekly and ensure accurate reconciliation at month-end.
Address pay queries at the regional level before escalating unresolved issues to Head Office.
General Administration Respond to Head Office queries promptly and ensure communication regarding financial implications.
Comply with all operational and administrative instructions issued by SSS Head Office.
Investigate pay queries thoroughly and ensure accurate completion of advance payment schedules.
Manage overtime records and applications for "paid time off" in line with company policies.
General Duties Familiarize and adhere to company policies, statutory requirements, and updates.
Ensure confidentiality of all sensitive information, including employee files and Easy Roster data.
Report emergencies to the Divisional Manager and Head Office and take corrective measures as necessary.
Maintain compliance with confidentiality and document control protocols.
Ensure adherence to working hours (8 am to 4 pm, Monday to Friday, excluding lunch breaks) unless otherwise agreed in writing.
Qualifications and Skills Minimum Requirements: Matric certificate.
Advantageous: Administration-related formal education or qualifications.
Fluent in English with strong communication skills.
Ability to work under pressure, independently, and as part of a team.
Problem-solving skills and initiative.
Proficiency in MS Word, Excel, email, and typing.
Knowledge of the security industry, Easy Roster, UIF, and WCA processes is an advantage.
Experience with pension/provident funds is preferred.
Additional Information R13k to be revised after 3 months