RESPONSIBILITIES:  

1.        RECEPTION & COMMUNICATION MANAGEMENT

• Receive and attend to walk-in customers or visitors.
• Manage incoming and outgoing communication (calls, faxes and post mail).
• Receive and dispatch incoming emails on the Admin account.
• Monitor and control entry to and exit from the Office. NB: Door must remain locked at all times.
• Coordinate the CEO’s daily appointments.
• Prepare daily folder with all items for dispatch to the Financial Controller. 

2.       STAFF ADMINISTRATION

·         Coordinate interviews of potential staff candidates.

·         Coordinate drug testing and medicals for new and existing employees as required.

·         Provide the Financial Controller with personnel information required for processing of staff salaries (e.g. bank account, contract, time sheets and other info)

·         Ensure the appropriate leave forms are utilized by staff as per policy and filed on the respective staff files.

·         Maintain up-to-date leave registers for all staff.

·         Coordinate Lending and return of company text books to staff

·         Schedule training for staff as approved by Management.

·         Procure and distribute PPE to staff and maintain PPE Log.

·         Maintain and update (PCP) Personal Control Plan; adding new or removing expired employees as required.

·         Generate by the end of the first week each month the Employee Work Schedule for review and sign off by Management.

3.       OFFICE MAINTENACE / HOUSEKEEPING

·                   Monitor Office Attendant Daily.

·                   Order and maintain office stationery and other kitchen and bathroom supplies

·               Coordinate servicing appointments for office equipment as required. (e.g. AC Service quarterly, Carpet Cleaning annually, etc.

4.       MEETING COORDINATION

·         Attend in-house staff meetings and take minutes.

·         Generate staff meeting minutes and notices and issue to attendees in a timely manner.

·         Liaise with Clients and others to coordinate meetings with SYLENG.

5.       GENERAL CORRESPONDENCE MANAGEMENT

·         Type general memoranda, letters, reports and other documents as required.

·         Assist with basic project documentation tasks.

·         Assist with creation of content for Social Media Pages.

·         Maintain a daily action list to ensure ongoing task follow-up and resolution of matters to be actioned.

·         Maintain an up-to-date phone contact list (hard and soft copy).

·         Maintain up-to-date Filing System.

·         Maintain up-to-date Register of the Company’s text books, standards and catalogues.

·         Assist with Annual Archiving of company files for offsite storage. 

6.       HEALTH, SAFETY & THE ENVIROMMENT

·      Follow all HSE rules at all times.

·      Stop any work that is recognized as being unsafe and report it to the HSE Coordinator.

·  Report all accidents and incidents involved in or witnessed to the CEO as soon as reasonably practical.

·  Use all equipment in the work place as designed and with design operating safety features.

·    Conduct oneself in a professional manner at all times, treating everyone in a cordial and direct fashion. The Company expects everyone to be treated with respect and dignity at all times.

·      Become familiar with the HSE procedures required to perform jobs safely

·      Ensure full compliance with all applicable legislations and Client site regulations

·      Attend and actively participate in scheduled HSE training meetings, toolbox talks and HSE programmes

·      Perform all work in a safe manner

·      Use all appropriate PPE in a correct manner

·      Use all Safe Systems of Work available for example Job Hazard Analysis (JHAs) Permits, Risk assessment, checklists etc.

·      Observe good housekeeping practice.

·      Report the taking of any medication while on the work place to the HSE Coordinator and or CEO.

·      Inform visitors of emergency response procedure whilst at the office.

·      Solicit quotes for training and other HSE requirements.