Site Admin Clerk

JOB SUMMARY

To provide administrative and clerical support to ensure the efficient operation of the site or office and utilizing knowledge of systems or procedure.

KEY RESPONSIBILITIES

Time keeping & documentation

• Ensuring that all timesheets are submitted to Head Office on a weekly basis ensuring hours and overtime are allocated correctly.
• Monitoring time keeping, recording absenteeism, sick leave, IOD, hours omitted etc. on time sheets
• Ensure correct signatures are obtained
• Completing necessary termination / transfer documentation
• Advising HR Department of employees with excessive absenteeism and who are AWOL
• Complete engagement form, termination forms, renewals of contracts, etc., and submit to office;
• Liaises with internal staff as appropriate
• Managing and maintaining the timekeeping system
• Conduct physical checks on labour force and record individual activity on timesheet; submit timesheets/timecards to office.
• Ensure that timesheets are compiled, properly reconciled and send to payroll on weekly basis.
• Provide administrative support to project manager and other construction staff.
• Act as a contact person for the contractor, subcontractors and various construction teams and site personnel/
• Monitor and record attendance of site labour force and ensure that they clock in and out by signing on the authorised attendance register.

Material / Plant Transfers

• Ensure that the materials transfer books, bulk material registers are all completed when required with the correct information and authorisations obtained
• Monitor deliveries to the site
• Ensure correct codes are allocated to materials
• Responsible for maintaining all asset registers on site
• Control of delivery invoices

General

• Assist with Document control duties in the absence of the Document Controller
• Supervision of site office cleaner
• Any other ad hoc duties which may be required from time to time.

Administration

• Typing of any general correspondence from the Site Management when required
• Faxing, e-mailing, filing all documentation on site
• Assisting Management when meetings are held on site, i.e. teas, coffees, refreshments
• Maintaining the project filing system as per policy
• Organising and scheduling appointments
• Checking and distributing documents and correspondence.
• Maintaining filing systems.
• Photocopying and scanning.
• Sending emails

QUALIFICATIONS AND EXPERIENCE / MINIMUM REQUIREMENTS

• Grade 12 or Equivalent
• Computer Literate.
• Excellent record of Admin experience. 
• Excellent Admin skill set.
• Basic Admin Clerical Qualifications.
• University Certificate or Diploma or Equivalent will serve as an advantage
• Admin-related qualification or training

COMPETENCIES

• Broad general understanding of current construction practices, methods, and materials.
• Knowledge of construction site administration
• Excellent interpersonal communications skills.
• Knowledge of technique for construction scheduling.

CLOSING DATE

If you are not contacted as a short-listed candidate within 4 weeks of the closing date, please consider your application as being unsuccessful.

Candidates are invited to submit a CV together with copies of certificates/driver’s licence (no original certificates). Applications that are received without copies of required documentation will not be considered.

Closing Date: 22 March 2024

Advert Reference No: KC-SAC

Completed applications can be hand- delivered or e-mailed to the recruitment email address below by the indicated closing date.

To : SA.Recruitment@Khatocivils.com  or careers@southzambezi.com

Khato Civils is an equal opportunities employer. We are determined that no job applicant or employee receives less favourable treatment on the grounds of sex, pregnancy or maternity, gender re-assignment, sexual orientation, religion or belief, marriage or civil partnership, age, race or disability.