Are you organized, detail-oriented, and eager to step into a pivotal role that supports office operations? Look no further! Rand Water has opened an Admin Assistant Vacancy at their Rietvlei site in Glenvista, Gauteng, and it might just be the perfect opportunity for you.

With the comprehensive skill set required—from computer literacy and customer service to advanced communication and problem-solving abilities—you will be well-equipped to handle the challenges and responsibilities that come with the position.

Admin Assistant Vacancy Overview

  • Title: Admin Assistant
  • Reference Number: RAN240418-2
  • Location: Rietvlei, Glenvista, Gauteng, South Africa
  • Portfolio: Shared Services
  • Job Type: Permanent
  • Closing Date: 2024/05/01

Job Summary

As an Admin Assistant at Rand Water, you will be tasked with supporting the Single Accommodations department through various administrative functions. This role is crucial for the smooth operation of the department, ensuring everything from meal logistics to document management is handled efficiently.

Minimum Requirements

  • Educational Level: Grade 12
  • Experience: Minimum of 2 years in a similar role
  • Technical Skills: Proficiency in computer applications, with specific knowledge of SAP and Maximo
  • Attributes: Strong customer service skills are essential

Key Responsibilities

  • Financial Management:
    • Oversee Distribution and Reconciliation of Meal Coupons: You will handle the issuance and collection of meal coupons, ensuring accurate tracking and monthly reconciliation. This task is crucial for maintaining financial accountability and ensuring that resources are utilized efficiently.
    • Budget Monitoring: Assist in monitoring departmental budgets in relation to administrative expenses and report any discrepancies to the management.
  • Booking and Scheduling:
    • Manage Daily Meal Bookings: Oversee the scheduling and recording of daily meals for staff, ensuring that all dietary requirements are met and adjustments are made as necessary. This includes coordinating with catering services to align meal provision with staff needs.
    • Room and Facilities Booking: Handle reservations for meetings and other events requiring administrative support. This includes setting up venues and ensuring that all logistical aspects are covered.
  • Administrative Support:
    • Complete Timesheets and Time Registers: Accurately manage and update timesheets and time registers for all staff within the department, ensuring timely submissions and approvals.
    • Process HR-Related Forms: Handle the completion and submission of various HR forms, including leave requests, benefits applications, and new hire documents. Your role is vital in streamlining HR processes and maintaining systematic employee records.
    • Communication Management: Serve as the primary point of contact for internal communications within the department, distributing memos, announcements, and other critical information to ensure staff are well-informed.
  • Document Control:
    • Invoice Processing and Filing: Ensure that all financial documents, such as invoices and receipts, are accurately processed and filed. This includes checking invoices for accuracy, approving them for payment, and ensuring that all financial transactions are documented according to company policies.
    • Maintain and Update Records: Keep all departmental files organized and updated, including contracts, agreements, and operational records. Implement efficient filing systems that allow for easy retrieval and secure storage of sensitive information.
  • Logistics and Supply Management:
    • Oversee Office Supplies Inventory: Regularly check and replenish office supplies to ensure the smooth operation of the department. This involves negotiating with suppliers, placing orders, and managing inventory levels to avoid shortages.
    • Equipment Maintenance: Coordinate the maintenance and repair of office equipment to ensure functionality. Schedule regular checks and liaise with technicians to address any technical issues promptly.

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Skills and Knowledge Required

  • Proficiency with Common Software Applications: Mastery of MS Office suite (Word, Excel, PowerPoint) and familiarity with enterprise resource planning (ERP) systems such as SAP and Maximo. You should be able to manage data effectively, create presentations, and generate reports with ease.
  • Digital Communication Tools: Experience with email platforms, scheduling programs, and virtual meeting software like Zoom or Microsoft Teams to ensure effective communication in a digital workspace.
  • Knowledge of Best Practices: Understand and implement the best practices in customer service, ensuring a professional and positive interaction with both internal and external stakeholders. This includes handling inquiries promptly, resolving issues efficiently, and maintaining a high level of service quality.
  • Client Relationship Management: Ability to build and maintain strong relationships with clients and colleagues, ensuring smooth operations and positive workplace dynamics.
  • Strong Verbal and Written Communication Skills: Excellent ability to articulate instructions, policies, and information clearly to different audiences. This includes writing clear emails, reports, and formal documents as well as communicating effectively in meetings and presentations.
  • Interpersonal Skills: You need to be adept at negotiating, persuading, and influencing others, fostering an environment of collaboration and respect.
  • Identify Issues and Determine Effective Solutions: Quick thinking and resourcefulness to address unexpected challenges, streamline processes, and optimize workflow. Your ability to analyze situations and propose viable solutions will be crucial in ensuring operational efficiency.
  • Critical Thinking: Employ logical thinking to break down complex problems, evaluate solutions, and make decisions that benefit the department and organization.
  • Creative Problem-Solving: Harness creativity to develop innovative approaches to administrative tasks, improve systems, and create visually appealing presentations and reports.
  • Strong Numerical Skills: Essential for managing budgets, performing financial reconciliations, and analyzing data to support decision-making processes. Your numeracy skills will help ensure accuracy in financial documents and efficiency in resource management.
  • Data Management: Proficient in managing, organizing, and analyzing data to produce insightful reports that can guide business decisions.
  • Software Specific Knowledge: Capable of using specialized software relevant to administration and management, further enhancing efficiency and productivity within your role.

Desired Personality Traits

  • Customer-Centric: Dedicated to providing top-notch service.
  • Team Collaboration: Works well within a team environment.
  • Self-Discipline and Initiative: Essential for maintaining workflow and meeting deadlines.
  • Friendliness and Efficiency: Important for interacting with staff and managing tasks promptly.

Application Process

  • To apply for the Admin Assistant vacancy at Rand Water, submit your application by the deadline of May 1, 2024.
  • Your application should include a detailed CV, a cover letter highlighting your qualifications and readiness for the role, and any relevant certificates.
  • Ensure all documents are submitted through Rand Water’s official career portal.

Embarking on a career as an Admin Assistant at Rand Water is an excellent opportunity for individuals looking to leverage their administrative skills in a supportive and dynamic environment. The role is not only pivotal for maintaining the operational efficiency of the Single Accommodations department but also offers a chance to grow professionally while contributing to one of South Africa’s essential services.

Take this step towards a promising future at Rand Water, where your skills will be valued and your career aspirations can be realized.

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