Key Performance Areas
Maintain accurate site records
Filing management
Document control
Internal communication
Meeting support
Information flow
Office management
Travel and logistics
Procurement support
Responsibilities
Normal secretarial / administrative duties, i.e. typing of memos, letters, schedules, scope's of work, tenders, attending to phone, maintaining of diary of appointments etc.
Taking minutes at the weekly Construction Progress meetings. Type and distribute the minutes timeously
Assists with the formatting of MS Word documents
Ensures that all outgoing typed correspondence are spell checked and as far as is practical conform to standard formats
Informs the Construction Manager of planned absenteeism (full or part day) prior to the event to enable alternative arrangements to be made
Obtains stationary for the Construction Manager and use on site
Notifies the Construction Manager of appointments on both a weekly and daily basis, and any urgent deadlines
Where requested, arranges meetings by contacting each individual concerned to ensure availability and subsequently confirms by meeting invitation. Arrange for tea/coffee to be served at meetings when requested
Informs the Construction Manager when person to be telephoned is not available and follows up until directed otherwise
Determines and maintains a strict order of priority for departmental document formatting requirements
Maintains control over incoming and outgoing site related emails regarding the project.
Takes messages for persons who are out by leaving a note on their desks and follows up on the persons return
Is at all times appropriately dressed and well groomed
Treats all documentation in a confidential manner
If and when required, work overtime to expedite timeous work completion
Persons employed by GIBB are responsible for ensuring that they act according to agreed procedures and work instructions and make themselves familiar with all the procedures that relate to their sphere of activities
Requirements
Qualifications
Grade 12
National Diploma: (Secretarial / Administration)
Experience
Minimum of 5 years as site secretary / administrator for a construction site or organisation
MS Office Suite / SharePoint or similar