Effective & efficient daily managing of Calendars for 2 Departmental Managers & assist 7 Production & Maintenance Superintendents.Act as a main point of contact for Managers & being first point of call for Artisans & Operators.Manage phone calls & meeting requests on behalf of the Carbon Production Manager & Maintenance Manager.Effectively manages the availability of conference & meeting rooms.Receive, sort, prioritize and route email & other correspondence.Scheduling of all departmental meetings. Prepare agendas for all departmental meetings according to South32 standards. Ensure minutes are distributed timeously with clearly defined action items & deadlines.Maintain inventory of stationary & office equipment & the maintenance thereof.Ensure South32 clean desk policy & housekeeping is adhered to by all in open office plan area. Arrange travel, accommodation and travel itineraries both on and off shore.Co-ordinates all community project/teambuilding/workshop/conference activities for the department. Document Management System: publishing of all updated controlled documents – Standard Operating Procedures; Forms & Risk Assessments. Control & manage departmental administration budget.Control & manage departmental credit card, report on all expenses & reconcile expense claims monthly. Distribute time & attendance reports and assist with capturing correct types of absences. Receive visitors (including Consultants), formulate itinerary, arrange site access, personal protective equipment and refreshments according to agreed procedures.Compile & manage standby and leave rosters. 1SAP:Capturing of purchase requisitions, follow up on purchase order creations.Capturing & approving service entry sheets on invoicing.Follow up on invoice payment.Assist with vendor payment queries.Capturing of reservations.HEALTH; SAFETY; ENVIRONMENTAL; COMMUNITY & QUALITY:Execute all duties in line with statutory legislation, and South32 standards and requirements.

DAILY CAPTURING & RETRIEVING OF DATA ON 1SAPPurchase requisitionsFollow up on purchase ordersFollow up on invoice capturing, payment & resolve queriesPROJECT ADMINISTRATIONAssist Project Specialists with preparation of Expenditure ProposalsCreate Project WBS in 1SAPKeep project files up to date and accurateAdminister & reconcile timesheets of Project Site SupervisorsAccurate minute taking of project progress meetingsBasic update of MS Project schedulesRETRIEVE VARIOUS REPORTS IN 1SAPCost reports: budget adherence per project; planned and actual values Date reports: project statuses & dates are updatedFollow up on outstanding commitments, ensure invoices are received to meet cashflow targetsCreate service entry sheets and first level acceptances on invoicesAssist with project close out documents (provisional handover; final handover & close out)Assist compiling 5-year CAPEX budget planRetrieve & populate accurate information on Balance Scorecard sheetsCollate & report on adherence of cashflow targets for Engineering department each month endHEALTH; SAFETY; ENVIRONMENTAL; COMMUNITY & QUALITYExecute all duties in line with statutory legislation, and BHP Billiton standards and requirementsArrange site access, PPE, inductions & medicals for Contractors, Consultants & visitors

Check, process and workflow of all projects documents in SAP in conjunction with published vote list.Report and follow up on workflow statuses on a daily basis. Inform Planners; Project Managers and sponsor GM's accordingly.Action all project approvals by creating WBS structures and distribute approved budgets in SAP.Contractor Labour (monthly recons, timesheets, PO's, invoices and reports).Assist and resolve queries as and when they arise.Assist with project close outs and transfers to fixed assets.Create project files for new projects and keep up to date with approved documents.Compile reports as required by Project Accountant, Project Admin Superintendent and Engineering Manager.

Provide effective & efficient Project Administration support to Engineering Project Specialists within a fast-paced production environment.DAILY CAPTURING AND RETRIEVING OF DATA ON 1SAP:Purchase requisitionsFollow up on purchase ordersFollow up on invoice capturing, payment & resolve queriesPROJECT ADMINISTRATION:Assist Project Specialists with preparation of Expenditure ProposalsCreate Project WBS (work breakdown structures) in 1SAP.Keep project files up to date and accurate. Administer & reconcile timesheets of Project Site SupervisorsTake & distribute accurate minutes of project progress meeting. Basic update of MS Project schedules. Ensure bonus measures are accurate, captured & signed off monthly.RETRIEVE VARIOUS REPORTS IN 1SAP:Cost reports – ensure budget adherence per project; planned and actual values Date reports – ensure project statuses & dates are updated.Follow up on outstanding commitments, ensure invoices are received to meet cashflow targets.Create service entry sheets and first level acceptances on invoices.Assist with project close out documents (provisional handover; final handover and close out).Assist compiling 5-year CAPEX budget plan.Retrieve and populate accurate information on Balance Scorecard sheets. Collate & report on adherence of cashflow targets for Engineering department each month end. HEALTH; SAFETY; ENVIRONMENTAL; COMMUNITY & QUALITY:Execute all duties in line with statutory legislation, and BHP Billiton standards and requirements.Arrange site access, PPE, inductions & medicals for Contractors, Consultants & visitors.