Admin Assistant, Vanderbijlpark

We are looking for a highly organised and multi-skilled Administrative Assistant to support the day-to-day operations of our NDT Services and Heat Treatment entity. The ideal candidate will be adept at managing office functions, coordinating payroll and timesheet submissions, performing finance clerk duties, and overseeing company fleet administration. This role is critical to ensuring the smooth running of the business and requires someone who is proactive, dependable, and comfortable wearing multiple hats in a fast-paced technical environment. This role is based in the Vaal, in Gauteng.

Key Responsibilities

Office Management

• Manage the day-to-day running of the office, ensuring a professional and efficient working environment

• Maintain office supplies inventory and coordinate procurement of stationery, consumables, and general office items

• Coordinate meetings, manage calendars, and prepare agendas and minutes

• Handle incoming and outgoing correspondence, emails, and courier arrangements

• Maintain organised physical and electronic filing systems (contracts, job files, compliance documents)

• Act as point of contact for service providers, landlords, and general office-related vendors

Payroll & Timesheet Compilation

• Collect, verify, and compile weekly and monthly timesheets for all field and office staff

• Ensure timesheets are accurately completed, signed off, and submitted within deadlines

• Capture timesheet data and allocate hours to relevant projects and job cards

• Liaise with HR and the payroll bureau or internal payroll administrator to ensure accurate pay runs

• Maintain leave records, attendance registers, and overtime tracking

• Assist with onboarding documentation for new employees from an administrative perspective

Finance Clerk Administration

• Process supplier invoices and prepare payment requisitions for approval

• Perform basic creditors and debtors administration including filing, data capturing, and query resolution

• Capture petty cash transactions and reconcile petty cash on a regular basis

• Assist the accountant with supporting documentation for VAT, audit, and month-end processes

• Issue purchase orders and follow up on delivery notes and invoice matching

• Prepare and submit expense claims on behalf of management and field staff

Fleet Management

• Maintain and update the company vehicle register including all relevant documentation (licences, registration, insurance)

• Coordinate vehicle servicing, maintenance schedules, and roadworthy certificates

• Track fuel usage and manage fuel card allocations and reconciliations

• Log vehicle incidents, arrange repairs, and liaise with insurance providers

• Monitor and enforce company vehicle usage policy and driver log books

• Arrange traffic fines administration and ensure timely resolution

Minimum Requirements

Advantageous

• Experience in the NDT, engineering, mining, or industrial services sector

• Exposure to accounting software such as Pastel, Sage, or similar

• Experience working in a project-driven or field-services environment

Competencies & Personal Attributes

• Highly organised with strong attention to detail

• Discreet and professional when handling sensitive payroll and HR information

• Ability to multitask and manage competing priorities under pressure

• Strong written and verbal communication skills

• Self-motivated with a positive, can-do attitude

• Team player who can also work independently with minimal supervision