Marketing & Advertising

Office Administrator

Ikwezi Mining (Pty) Ltd·Midrand, south-africa·FULL_TIME
Marketing & AdvertisingdirectorFULL_TIME
-Closes Nov 13, 2026

1. Health, Safety and Compliance - Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and applicable legislation. - Ensure that office facilities meet all relevant health and safety regulations and standards. - Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed. - Develop and maintain emergency procedures and ensure that fire drills are conducted as required. - Ensure that statutory health and safety training is completed and that Health and Safety Representatives are appointed where required. - Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and relevant records are kept up to date. 2. Diary and Schedule Planning - Chairman/COO - Manage and prioritise the Chairman's/COO's calendar, ensuring that all meetings, appointments, deadlines and engagements are accurately scheduled. - Prepare and distribute meeting agendas, reminders and supporting documentation to ensure effective meeting preparation. - Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders. - Ensure that management is informed of upcoming commitments and that conflicting appointments are managed appropriately. 3. Travel and Accommodation Coordination - Plan and arrange cost-effective local and international travel, accommodation and transport for executives, employees and external visitors in accordance with company policies. - Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel documentation. - Coordinate travel arrangements for expatriates visiting head office, including accommodation and transport, and assist HR with visa extension applications when required. - Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings and resolve travel-related queries. - Monitor travel arrangements and address changes or unexpected issues to minimise disruptions. 4. Vessel Documentation Auditing - Audit and verify vessel documentation to ensure accuracy, completeness and compliance with applicable regulatory and statutory requirements. - Coordinate the submission, tracking and follow-up of vessel documentation to ensure that operational and statutory deadlines are met. - Ensure that all required shipment documentation is reviewed and signed by the CEO/COO where necessary. - Maintain accurate records of vessel and shipment documentation and follow up on outstanding documents to prevent delays. 5. IT Inventory and Equipment Control - Maintain an accurate and up-to-date inventory of company IT equipment, ensuring proper allocation, tracking and record-keeping. - Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support business operations. - Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic licences, and ensure that payments are made on time. - Ensure sufficient software licences are available when required and coordinate licence additions, renewals and cancellations as necessary. - Maintain records of IT assets and assist with the administration of company cellphone contracts and purchases. 6. Sales Administration - Update and maintain sales pricing on a daily basis, ensuring that pricing information is accurate and current. - Prepare and distribute monthly bag sales reports to relevant bag customers. - Update the SMD file on a monthly basis, ensuring that information is accurate and up to date. - Follow up with Sales Representatives to ensure weekly sales reports are submitted on time for presentation every Friday. - Compile, maintain and distribute sales-related information and reports as required by management. - Coordinate cellphone contract renewals and new cellphone purchases as required. 7. Fleet Management Administration - Manage the administration of company vehicles, including licence renewals, fines, renewals and vehicle purchases when required. - Ensure that Acknowledgements of Debt (AODs) are issued for applicable traffic fines. - Maintain accurate fleet records and communicate upcoming licence renewals, payments and other requirements to prevent penalties or operational delays. - Monitor and coordinate the availability of funds required for Cape Town trucks and tankers. - Liaise with the relevant departments and service providers to resolve fleet-related administrative matters. 8. Insurance Claims Administration - Prepare, verify and submit all required documentation for insurance claims relating to company vehicles, laptops, electronic equipment and vessels. - Ensure that all supporting documents are accurate, complete and appropriately approved before submission. - Follow up with insurers and relevant parties on outstanding claims and provide additional information when required. - Maintain accurate and secure records of insurance claims and related correspondence, ensuring that all submissions meet the required deadlines. 9. Invoices, Creditors and Supplier Coordination - Verify and follow up on invoices to ensure timely payment for services, including Vodacom, MTN, Cartrack, Makro, accommodation, travel agencies and other approved suppliers. - Liaise with the Creditors and Procurement teams to track outstanding invoices and resolve payment queries. - Escalate urgent payment matters to management where necessary to prevent service interruptions or operational disruptions. - Monitor recurring supplier payments and follow up on outstanding approvals and documentation. - Attend to additional urgent administrative and supplier-related queries as requested by management. 10. General Office Administration and Management Support - Ensure the effective day-to-day running of the office and provide administrative support to management and other departments as required. - Ensure that the duties and responsibilities of the Administrative Assistant are carried out effectively and provide guidance or follow-up where necessary. - Assist HR with expatriate visa extension applications and coordinate related travel, accommodation and transport arrangements when requested. - Coordinate farewell gifts and gatherings when requested and approved by management. - Maintain accurate administrative records, reports and documentation. - Provide recommendations and administrative support to management to improve office efficiency and service delivery. - Perform any other related duties in the interest of CEMZA as instructed by management. Minimum Requirements - Matric (Grade 12). - A relevant qualification in office administration, office management or a related field will be advantageous. - A minimum of 3-5 years' experience in office administration, office management or facilities coordination. - Proven experience in coordinating administrative functions, maintaining records, managing suppliers and supporting senior management. Skills and Competencies - Excellent verbal and written communication skills. - Strong organisational, planning and time-management abilities. - Good reporting, record-keeping and documentation management skills. - Computer proficiency, particularly in Microsoft Word, Excel and PowerPoint. - Strong attention to detail and the ability to work accurately under pressure. - Excellent problem-solving skills and the ability to take initiative. - Ability to manage multiple tasks, prioritise deadlines and work independently. - Professionalism, accountability, confidentiality and a commitment to continuous improvement. Key Performance Expectations - Effective office management and administrative support. - Compliance with applicable health, safety, statutory and company requirements. - Accurate and timely reporting, documentation and record-keeping. - Effective cost control and supplier payment follow-ups. - Timely completion of administrative tasks and departmental requirements. - Consistent service delivery and support to management and business operations.

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At a glance

Company

Ikwezi Mining (Pty) Ltd

Location

Midrand, south-africa

Employment

FULL_TIME

Experience

director

Valid until

November 13, 2026

Created

October 14, 2026

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