Job Description

Support the Executive Maintenance and all Maintenance Division staff by handling administrative tasks and overseeing maintenance-related activities in an office environment.
Your responsibilities include liaising with all divisions to ensure policies and procedures are effectively communicated, managing administrative duties within the Executive Maintenance office, and collaborating with the Maintenance team to deliver operational and excellent services.
Specific responsibilities include:
- Setting up meetings, filing (including document control system updates), taking minutes, and distributing meeting minutes
- Managing Maintenance Division staff timekeeping reports
- Processing timesheets, night shifts, on-call forms, and fuel claims to HR promptly
- Participating in administrative tasks like collating information into reports and issuing business reports daily, weekly, and monthly as required
Join our clients team at a proudly South African company within an International group dedicated to transformation and employee growth. We foster a unique working culture that values commitment, fast decision-making, and challenging the status quo while prioritizing diversity, human rights, and employee well-being through continuous training.
We are seeking passionate individuals to contribute to their dynamic, fast-paced, and collaborative environment. Employee benefits include recognition programs, awards, incentives, travel opportunities, state-of-the-art infrastructure, and transformational leadership. Ready to join a team that values innovation, growth, and excellence? Apply now and embark on a fulfilling career journey with us!
Position Details:
Type: Permanent
Reports to: Executive Maintenance Manager
Key internal relationships: All Maintenance team
Key external relationships: suppliers and contractors
Primary Purpose: To support the Executive Maintenance and all Maintenance Division staff with administrative tasks and overseeing all maintenancerelated tasks in an office environment
Job description / core competencies:
Principal Accountabilities
Support the Maintenance Executive and all Maintenance Division staff with all administrative tasks.
Liaise with all Divisions and ensure relevant policies and procedures are communicated to everyone.
Perform all administrative duties within the Executive Maintenance office in Maintenance Division.
Work effectively with Maintenance team to provide operational and excellent services Specific Responsibilities Handle all administrative tasks effectively but not limited to - Setting up meetings, Filing (inclusive of document control system updates), minutes taking, issue and distribute minutes of meetings
Manage Maintenance Division staff time keeping report
Process all Maintenance Division timesheets, night shifts, on-call forms, and fuel claims to HR timeously
Participate in process flow administrative tasks such as collate information received into reports and review before submission to the Maintenance Executive, issue all business daily, weekly, and monthly reports according to required timelines
Thorough review of all information and report before sending to Executive for approval
Manage formal correspondences for on-time responses compile and review letters, chair progress monthly meeting with Managers
Manage records in Division storage systems SharePoint, Papertrail etc.
Advise Finance Division of updated reimburse list including final penalty amount and follow-up on the invoices for reimbursement Control office stationery and other supplies
Ensure settlement of new staff and compliance to onboarding process in Maintenance Division Compile and manage applicable work processes and procedures for better office management Manage and coordinate Maintenance Executive calendar,
Working closely and effectively on upcoming commitments and responsibilities with appropriate follow-up
Prioritize conflicting needs and handle matters proactively to manage deadline pressure
Keep records of expenses, signed invoices and provide monthly report to Maintenance Executive
Thorough review of invoices before submission for the Executive approval and follow-up for payment with Finance Division
Manage Maintenance Division purchase requisition and orders in the Procurement Sage system including placing orders on instructions
Warmly receive visitors, manage phone calls and correspondences with professionalism
Perform duties in line with agreed business focus areas
Manage all secretarial duties within the Maintenance Division Undertake any other duties as assigned
Location (city, province): Midrand - Gauteng
Job Qualifications, Skills & Experience:
Desirable Traits
General technical knowledge and exposure
Strong administration skills
Thorough attention to detail
Excellent organiser
Excellent proficiency in English
Interpersonal and Communication Skills
Team player
Show initiative and innovative
Must have a sense of urgency and can work under pressure
Ability to effectively multitask
Educational Level
National Diploma Qualification in any Engineering discipline
Language Ability Fluency in English
Other Technical/ Professional Skills/Qualifications
Excellent Computer Literacy in Microsoft etc.
Technical background is compulsory
Years of Experience Minimum of five years relevant experience in any Plant & Machinery, Construction or Railway environment
Minimum of two years consecutive experience in administrative position
Experienced driver with valid drivers license
Company Description:
A proudly South African company part of an International group with a strong commitment to transformation and employee growth. Foster a unique working culture where commitment, fast-moving decisions, and challenging the status quo are the norm. A positive work culture that values diversity and upholds human rights. Prioritize employee well-being through continuous training and upskilling. Looking for passionate individuals to contribute to our clients dynamic, fast-paced, and collaborative environment. Benefits include employee recognition programs, awards, incentives, travel opportunities, state-of-the-art infrastructure, and a transformational leadership approach. Are you ready to be part of a team that values innovation, growth, and excellence? Apply now and be a part of our journey towards a successful and fulfilling career!
This advert is being advertised in collaboration with our recruitment partner MCHIR.