Job Description

JOB PURPOSE
To provide administrative and office support for construction and paper mill operations, including timekeeping, record management, and site documentation, ensuring smooth workflow, compliance with safety requirements, and accurate operational reporting.
MINIMUM QUALIFICATIONS & TRAINING REQUIREMENTS
Grade 12 (Matric)
Certificate or Diploma in Office Administration (advantageous)
Computer literacy MS Office (Word, Excel, Outlook)
Knowledge of timekeeping systems, payroll, and HR record management
Familiarity with construction or industrial site administration procedures (advantageous)
EXPERIENCE REQUIREMENTS
Minimum 23 years experience in office administration
Experience in construction, industrial, or paper mill environments
Timekeeping and payroll experience preferred
Exposure to site documentation, safety records, and compliance forms
DUTIES AND RESPONSIBILITIES
Administrative Support

• Perform general office duties including filing, scanning, photocopying, and archiving of site and operational documents.
• Maintain accurate records of site activities, employee attendance, and equipment logs.
• Assist with correspondence, reports, and communication between management, site personnel, and external stakeholders.
• Prepare and manage spreadsheets, registers, and documentation required for audits or project reporting.

Timekeeping & Payroll Support

• Record and track employee attendance, leave, overtime, and shift schedules accurately.
• Ensure that timekeeping records are submitted to payroll or management on time and accurately.
• Assist in reconciling timesheets and resolving any discrepancies with supervisors or HR.

Compliance & Site Coordination

• Support management with ensuring compliance to site safety, operational procedures, and company policies.
• Maintain and update safety forms, permit-to-work records, incident reports, and training records as required.
• Liaise with supervisors and operational staff to ensure documentation is up to date and available for inspection.

Office & Record Management

• Maintain a neat and organized office environment.
• Monitor office supplies and equipment and ensure stock is replenished as required.
• Assist in coordinating meetings, schedules, and administrative tasks for site management.

KEY COMPETENCIES & ATTRIBUTES
Strong organizational and time management skills
Attention to detail and accuracy in records and reporting
Excellent communication and interpersonal skills
Ability to handle confidential information professionally
Proficiency in Microsoft Office Suite
Knowledge of construction or industrial operational processes
Ability to multitask and work under pressure in an industrial or site environment

Skills Required