OFFICE ADMINISTRATOR

1. Job Purpose

T and S SHEQ Consultants invites applications from organised, professional and detail-oriented candidates for the position of Office Administration. The successful candidate will provide administrative support to management and operational teams, maintain accurate records, manage correspondence, assist with documentation and ensure the efficient day-to-day running of the office.

2. Roles and Responsibilities

The successful candidate will be responsible for:

General Administration

• Perform daily office administration and clerical duties.
• Answer telephone calls, respond to emails and direct enquiries to the appropriate departments.
• Receive visitors and provide professional customer service.
• Prepare, format, print, scan and file documents.
• Maintain an organised filing system for electronic and physical records.
• Schedule meetings, appointments and reminders.
• Prepare meeting agendas, take minutes and distribute action items when required.

Data Capturing and Record Management

• Capture, update and maintain accurate company and client information.
• Maintain employee, candidate, supplier and client records.
• Ensure documents are correctly labelled, stored and easily retrievable.
• Track incoming and outgoing correspondence.
• Maintain confidentiality and protect personal and business information.

Recruitment Administration

• Receive and record job applications and CVs.
• Maintain candidate databases and update applicant information.
• Assist with arranging interviews and communicating with candidates.
• Prepare interview schedules and maintain recruitment records.
• Assist with reference checks and qualification verification, where authorised.
• Support the preparation and distribution of job advertisements.

SHEQ Documentation Support

• Assist with compiling, formatting and filing Health and Safety Plans, risk assessments, method statements and other SHEQ documents.
• Maintain registers, inspection records, training records and document revision logs as assigned.
• Track outstanding documents, certificates and submissions.
• Assist with preparing documentation for audits and client submissions.
• Ensure that records are handled in accordance with company procedures.

Financial and Office Support

• Assist with preparing quotations, invoices, purchase orders and expense records, where required.
• Follow up on outstanding documentation and payments as authorised.
• Monitor office stationery and other administrative supplies.
• Liaise with clients, suppliers and service providers.
• Perform other reasonable administrative duties assigned by management.