Plant Administration Coordinator

Purpose

• The purpose this position is to provide secretarial, clerical and administrative support to the Plant in order to ensure that an effective and efficient administrative service is provided.

Requirements

• Grade 12
• Accounting / Payroll qualification
• Secretarial Diploma
• 5 years’ experience in a secretarial / office administration role is required, preferably in the mining or process plant environment
• Minimum 2 years’ experience in a payroll and accounting environment

Skills & Competencies

• Computer literate in MS Office
• Excellent communication skills, professional etiquette and sound work ethics
• Excellent time management skills
• Strong Financial Acumen

Responsibilities

Health, Safety and Legal Responsibilities:

• Ensure compliance with WCPO / Client Health and Safety responsibilities
• Comply with provided systems, practices, methods, standards and procedures of the job
• Identify hazards and risk while performing daily tasks
• Comply with statutory legislation and operational requirements

Functional Role:

• Secretarial, Reception & Administration Responsibilities:
• Provide office support services in order to ensure efficiency and effectiveness within the Plant
• Answer the central telephone
• Perform clerical duties in order to maintain administration
• Direct visitors to the appropriate staff member
• Assist in the planning and preparation of meetings, conferences, conference telephone calls and managing booking of boardroom for meetings and training sessions
• Administration of petty cash including capturing, reimbursing and balancing
• Administration of the plant cheque account including capturing, reimbursing and balancing
• Organising functions and meetings (i.e. safety achievements, farewells, year-end functions etc.)
• Compiling and typing of documents and reports
• Maintaining filing systems
• Capturing and balancing of overtime, standby and other monthly allowances on the payroll system
• Accurate compilation of weekly and month end reports
• Administration of monthly man hours captured in the system
• Maintaining an adequate inventory of office supplies, including ordering and distributing of supplies
• Responding to public enquiries
• Distribution of mail from Plant to Head Office
• Coordination of travel and accommodation bookings

Processing of Monthly Payroll:

• Collect input for allocated payrolls under each portfolio
• Capture and process all relevant information into the payroll system
• Process and submit relevant documentation to Medical Aid and Provident Fund Administrators and balancing of medical billing to payroll
• Check source documents against payroll reports
• Collection of Death Claims & Funeral information to forward to Head Office
• Month-end prints and preparation of reports as required
• Printing of payslips and distribution thereof
• Attending to staff queries
• New employee administration i.e. terminations, administration of employee provident fund etc. for terminations and new members
• Medical aid administration - daily liaison with schemes regarding statements and claims and balancing of billings

Quality and Quantity Outputs are Achieved:

• Provide effective and efficient office support services
• Accurate and timely payroll processing and benefit administration
• Financial
• Participate in cost saving initiatives and adhere to financial procedures

Customers and Stakeholders:

• Liaise with internal and external stakeholders to ensure adherence to operational requirements

Additional Information

• This position will be based in the Saldanha Bay Municipality area in the Western Cape.