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Job Summary
1. Health, Safety and Compliance- Ensure compliance with all Environmental, Health and Safety (EH&S) guidelines, procedures and
applicable legislation.
- Ensure that office facilities meet all relevant health and safety regulations and standards.
- Conduct and coordinate workplace risk assessments and ensure that identified risks are addressed.
- Develop and maintain emergency procedures and ensure that fire drills are conducted as required.
- Ensure that statutory health and safety training is completed and that Health and Safety
Representatives are appointed where required.
- Establish and maintain a compliant Health and Safety Committee, ensuring that meetings and
relevant records are kept up to date.
2. Diary and Schedule Planning – Chairman/COO
- Manage and prioritise the Chairman’s/COO’s calendar, ensuring that all meetings, appointments,
deadlines and engagements are accurately scheduled.
- Prepare and distribute meeting agendas, reminders and supporting documentation to ensure
effective meeting preparation.
- Coordinate meeting arrangements and communicate schedule changes to relevant stakeholders.
- Ensure that management is informed of upcoming commitments and that conflicting appointments
are managed appropriately.
3. Travel and Accommodation Coordination
- Plan and arrange cost-effective local and international travel, accommodation and transport for
executives, employees and external visitors in accordance with company policies.
- Prepare and distribute accurate travel itineraries, booking confirmations and relevant travel
documentation.
- Coordinate travel arrangements for expatriates visiting head office, including accommodation and
transport, and assist HR with visa extension applications when required.
- Liaise with travel agencies, including Blueberry Travel and Satguru Travel, to coordinate bookings
and resolve travel-related queries.
- Monitor travel arrangements and address changes or unexpected issues to minimise disruptions.
4. Vessel Documentation Auditing
- Audit and verify vessel documentation to ensure accuracy, completeness and compliance with
applicable regulatory and statutory requirements.
- Coordinate the submission, tracking and follow-up of vessel documentation to ensure that
operational and statutory deadlines are met.
- Ensure that all required shipment documentation is reviewed and signed by the CEO/COO where
necessary.
- Maintain accurate records of vessel and shipment documentation and follow up on outstanding
documents to prevent delays.
5. IT Inventory and Equipment Control
- Maintain an accurate and up-to-date inventory of company IT equipment, ensuring proper allocation,
tracking and record-keeping.
- Coordinate IT equipment repairs, upgrades and replacements to minimise downtime and support
business operations.
- Monitor Microsoft 365 licence requirements, including Business Standard and Business Basic
licences, and ensure that payments are made on time.
- Ensure sufficient software licences are available when required and coordinate licence additions,
renewals and cancellations as necessary.
- Maintain records of IT assets and assist with the administration of company cellphone contracts and
purchases.
6. Sales Administration
- Update and maintain sales pricing on a daily basis, ensuring that pricing information is accurate and
current.
- Prepare and distribute monthly bag sales reports to relevant bag customers.
- Update the SMD file on a monthly basis, ensuring that information is accurate and up to date.
- Follow up with Sales Representatives to ensure weekly sales reports are submitted on time for
presentation every Friday.
- Compile, maintain and distribute sales-related information and reports as required by management.
- Coordinate cellphone contract renewals and new cellphone purchases as required.
7. Fleet Management Administration
- Manage the administration of company vehicles, including licence renewals, fines, renewals and
vehicle purchases when required.
- Ensure that Acknowledgements of Debt (AODs) are issued for applicable traffic fines.
- Maintain accurate fleet records and communicate upcoming licence renewals, payments and other
requirements to prevent penalties or operational delays.
- Monitor and coordinate the availability of funds required for Cape Town trucks and tankers.
- Liaise with the relevant departments and service providers to resolve fleet-related administrative
matters.
8. Insurance Claims Administration
- Prepare, verify and submit all required documentation for insurance claims relating to company
vehicles, laptops, electronic equipment and vessels.
- Ensure that all supporting documents are accurate, complete and appropriately approved before
submission.
- Follow up with insurers and relevant parties on outstanding claims and provide additional
information when required.
- Maintain accurate and secure records of insurance claims and related correspondence, ensuring
that all submissions meet the required deadlines.
9. Invoices, Creditors and Supplier Coordination
- Verify and follow up on invoices to ensure timely payment for services, including Vodacom, MTN,
Cartrack, Makro, accommodation, travel agencies and other approved suppliers.
- Liaise with the Creditors and Procurement teams to track outstanding invoices and resolve payment
queries.
- Escalate urgent payment matters to management where necessary to prevent service interruptions
or operational disruptions.
- Monitor recurring supplier payments and follow up on outstanding approvals and documentation.
- Attend to additional urgent administrative and supplier-related queries as requested by
management.
10. General Office Administration and Management Support
- Ensure the effective day-to-day running of the office and provide administrative support to
management and other departments as required.
- Ensure that the duties and responsibilities of the Administrative Assistant are carried out effectively
and provide guidance or follow-up where necessary.
- Assist HR with expatriate visa extension applications and coordinate related travel, accommodation
and transport arrangements when requested.
- Coordinate farewell gifts and gatherings when requested and approved by management.
- Maintain accurate administrative records, reports and documentation.
- Provide recommendations and administrative support to management to improve office efficiency
and service delivery.
- Perform any other related duties in the interest of CEMZA as instructed by management.
Minimum Requirements
- Matric (Grade 12).
- A relevant qualification in office administration, office management or a related field will be
advantageous.
- A minimum of 3–5 years’ experience in office administration, office management or facilities
coordination.
- Proven experience in coordinating administrative functions, maintaining records, managing
suppliers and supporting senior management.
Skills and Competencies
- Excellent verbal and written communication skills.
- Strong organisational, planning and time-management abilities.
- Good reporting, record-keeping and documentation management skills.
- Computer proficiency, particularly in Microsoft Word, Excel and PowerPoint.
- Strong attention to detail and the ability to work accurately under pressure.
- Excellent problem-solving skills and the ability to take initiative.
- Ability to manage multiple tasks, prioritise deadlines and work independently.
- Professionalism, accountability, confidentiality and a commitment to continuous improvement.
Key Performance Expectations
- Effective office management and administrative support.
- Compliance with applicable health, safety, statutory and company requirements.
- Accurate and timely reporting, documentation and record-keeping.
- Effective cost control and supplier payment follow-ups.
- Timely completion of administrative tasks and departmental requirements.
- Consistent service delivery and support to management and business operations.
Ikwezi Mining (Pty) Ltd
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