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Purpose of this Administrator position:

Provide administrative support to the Marine department by assisting with project documentation, data entry, record-keeping, and compliance-related tasks to support efficient project execution and operational requirements.

Qualifications and Experience:

• Grade 12 / NQF level 4 with at least 2 years' administrative experience in a project-driven environment, preferably within the marine industry or a related operational sector.
• National Diploma in Project Administration, Business Administration, Office Administration or other relevant field.
• Administration, Knowledge of Invoicing and Receiving procedures.
• Proficiency in MS Office (Excel, Word, Outlook) and electronic administration and document management systems.

Preferred/Advantageous:

• SAP experience.
• Time & attendance system admin experience.
• Human Resources Administration related experience.
• Knowledge of marine industry and relevant retailers/wholesalers.
• Driver’s license.

KEY DELIVERABLES:

Perform Administrative Functions

• Assist with tracking project documentation, updating reports, and supporting the administrative aspects of project milestones under supervision.
• Print weekly staff schedules and display on notice boards.
• Check and capture daily time sheets on hours worked by staff.
• Check that all employee working hours are accurate before capturing them on the time & attendance system/forwarding the information to payroll for processing.
• Coordinate and administer fixed-term employment terminations and extensions.
• Coordinate and distribute both internal and external communications.
• Assist employees with signing employment contracts and completing payroll documents accurately through thorough and correct explanation of Company benefits.
• Support HR Administrative duties.
• Maintain an updated electronic and physical filing system, ensuring secure storage and controlled access.
• Ensure proper indexing, retrieval, and archiving of all records in line with ISO 9001:2015 document control requirements.
• Monitor document retention and disposal policies in compliance with policy.
• Assist Product Support in day-to-day admin activities.
• Attend meetings and take minutes as per line manager’s instruction.
• Assist in preparing project reports, tracking deliverables, and maintaining real-time project dashboards for management oversight.

Stakeholder engagement

• Support internal communication by relaying messages, distributing notices, and assisting with meeting coordination.
• Contribute towards creating and maintaining positive relationships with all clients and stakeholders.
• Direct employees to the appropriate HR representative for grievance support.
• Act as the first point of contact for employee inquiries, ensuring transparency in company policies.
• Support HC in employee engagement drives and action plan follow-ups.

Administration & Customer Focus

• Ensure professional and efficient interaction, handling inquiries promptly and directing them to relevant personnel.
• Assist your Line Manager and all office personnel with administrative functions, and any other duties.
• Effective, efficient and responsible utilisation of frontline communications equipment.
• Report front office equipment defects immediately as per procedure.
• Monitor stock levels of office equipment, refreshments and communicate this to the procurement function.
• Arrange courier services for Marine department.
• Contact the courier service provider, capture the relevant forms (electronic and/or paper-based) where necessary.
• Receive and distribute incoming emails to the relevant people and/or departments.
• Send, print report and return outgoing emails when necessary.
• Maintain and update on the intranet all internal telecommunications lists for internal use of all Kraatz employees, e.g. extension lists, cell phone lists and deposits lists.
• Update external stakeholders contact details / list.

Process invoices according to vendor numbers and purchase orders

• Be the liaison between client and Project Accountant (e.g., send scanned job card to Project Accountant for invoicing; forward invoice received from Project Accountant to relevant client, etc.).
• Be the liaison between client and Project Accountant (e.g. send scanned job card to Project Accountant for invoicing; forward invoice received from Project Accountant to relevant client etc.).
• Review invoices to ensure they are correctly coded, properly authorised.
• Check that all the invoices are signed off or goods received in SAP by the relevant party.
• Upload information on to the system and do invoice verification.
• Follow up on variances.

Maintain Total Professionalism at All Times

• Be professional and friendly with visitors at all times.
• Welcome all visitors entering the office and assist them to get into contact with respective staff.
• Take messages and relay them to the respective person(s).
• Receive, collect, sort, distribute and prepare mail, messages and courier deliveries.
• Place documents into appropriate in and out trays as and when required.
• Ensure knowledge of staff whereabouts.
• Personal telephone calls to be kept to an absolute minimum for ensuring professionalism.
• Maintain a thorough working knowledge of and adhere to organization policies, regulations and procedures.

Ad hoc duties

• Keep confidential documents and trade secrets of the Company secure.
• Adhere to Company policies and procedures and maintain Company standards.
• Supervise small work teams as per supervisors instructions
• Attend to any reasonable request made by the Line Manager that falls within your works cope.
• Maintain the Company’s standards and ensure that policies and procedures are adhered to
• Perform overtime work on request.
• Relieve and assist in all areas during periods of absence or crisis.
• Attend meetings, training courses, workshops or seminars as required.
• Report, and where possible handle, cases of accident, fire, theft, loss, damage, or contravention of regulations.
• Live the O&L Persona.

 O&L - a Great Place to Work.

Applicants meeting our requirements are invited to apply. O&L Group of Companies is an Equal Opportunity Employer.

    "This position is subject to a pre-employment screening and vetting process, and by applying for this position, applicants acknowledge that they are aware that the Company reserves the right to carry out screening and pre-employment vetting for all shortlisted applicants. Certificate of Conduct issued by the Namibian Police (not older than 6 months) may be required from all shortlisted applicants."

Requisition ID: 4583