Role Title:
Office Administrator (Clerical Officer)
Department:
Civil Engineering – Buildings & Facilities Section
Contract Duration:
Initial 48 weeks with an option to extend for a further 48 weeks
Background:
The Buildings & Facilities Section of a large national transport and infrastructure organisation's Civil Engineering Department is responsible for the inspection, maintenance, repair, and overall management of buildings and facilities across an extensive operational network.
These assets include, but are not limited to, passenger stations, freight yards, level crossing residential accommodation, compounds and associated assets under electrified lines, and other operational facilities.
To support the effective delivery of these functions, the Department requires an additional Office Administrator resource to provide administrative and systems support.
Role Summary
The Office Administrator (Clerical Officer) will provide administrative, financial, and systems-based support to the Buildings & Facilities Section. The role involves close collaboration with engineering, operational, and commercial stakeholders to ensure the efficient processing of procurement, invoicing, reporting, and document control activities in line with internal procedures and quality management systems.
Key Responsibilities
The successful candidate will be required to undertake, but not be limited to, the following duties:
* Provide general administrative support to the Buildings & Facilities Section.
* Process purchase requisitions and purchase orders using SAP MM.
* Manage invoice processing, statement reconciliation, and support auditing activities.
* Maintain accurate records, logs, and documentation in line with ISO 9001 requirements.
* Prepare reports, spreadsheets, and correspondence using Microsoft Word and Excel.
* Maintain and manage documents and workflows using SharePoint.
* Liaise effectively with internal stakeholders, suppliers, and external service providers.
* Support compliance with internal financial controls, procurement procedures, and quality standards.
* Assist with ad-hoc administrative tasks as required by the Department.
Essential Requirements
The candidate
must
meet the following essential criteria:
* A minimum of
five (5) years' demonstrable administrative experience
in a comparable role.
* Proven experience working with SAP MM
, including but not limited to:
* Processing purchase orders and requisitions
* Invoice processing
* Statement reconciliation
* Auditing activities
* Experience working within an
ISO 9001–certified quality management system
or equivalent.
* Excellent PC skills with proven proficiency in
Microsoft Word, Microsoft Excel, and SharePoint
.
* Excellent communication and interpersonal skills, with the ability to liaise effectively with internal stakeholders, suppliers, and external service providers.
Contract Duration
The role is required for an
initial period of 48 weeks
, with an
option to extend for a further 48 weeks
, subject to operational requirements and satisfactory performance.
For more information on this position please get in touch with Evelyn @