We are seeking an Office Administrator (Security Industry) for a 1-year fixed term contract (with possibility of renewal), based in KuGompo City, Eastern Cape
Candidates without the security industry experience will not be considered.
Applicants are required to meet the following criteria:
Grade 12 with 2+ years security administration experience in a security company, including officer rosters, attendance records, client documentation and security compliance records
Practical experience using payroll software, processing payroll and reconciling payroll inputs and reports
Proficiency in Microsoft Word, Excel, Outlook and electronic filing systems
Ability to prepare professional correspondence, maintain registers and check supporting documents accurately
Good written and verbal communication and confident telephone and reception skills
Ability to organize competing tasks, meet deadlines and handle confidential information responsibly
Preferred qualifications and experience
Certificate or diploma in office administration, business administration or a related field
Experience administering multiple security sites and maintaining security officer personnel and deployment records
Familiarity with security industry compliance documentation & roster / attendance systems.
Required competencies
Accuracy, organisation and consistent follow-through
Professional conduct, discretion and sound judgement
Customer service, teamwork and effective communication
Ability to identify missing information and escalate issues promptly
Performance measures
Accurate and timely payroll processing, reconciliations, payslips and administrative reports
Complete, current and easily retrievable files and registers
Early escalation of contract expiry dates and outstanding compliance documents
Prompt handling and follow-up of enquiries and management instructions
Accurate purchase and invoice records with the necessary approvals
The successful applicant would be responsible for, but not limited to:
Manage reception, telephone calls, emails, visitors and general office correspondence
Maintain organized electronic and physical filing systems, including client, supplier, contract and operational records
Keep a contract and compliance register; track expiry dates, addenda and outstanding documents and alert the responsible manager
Collect and verify timesheets, attendance records, rosters, overtime and leave documentation; resolve discrepancies with Operations and HR before payroll deadlines
Prepare and process payroll on the payroll system, including authorised earnings, deductions, employee changes and payslips; submit payroll reconciliations for approval before payment
Prepare letters, reports, meeting agendas and minutes and maintain an action register
Coordinate meetings, travel, accommodation, stationery and other office requirements within approved budgets
Prepare and track quotations, purchase requests, orders and invoices; obtain approvals and forward supporting documents to Finance
Support tender submissions by compiling approved documents, checking completeness and monitoring deadlines
Maintain registers for office assets, equipment and supplies and coordinate servicing or repairs
Receive client enquiries and service requests, log & refer to responsible person and follow up
Protect confidential employee, client and third-party information and follow approved procedures for sharing documents and using storage device