Divisional Secretary and Financial Administrator

Location: Umhlanga

A well-established multidisciplinary engineering consultancy is seeking an experienced Divisional Secretary & Financial Administrator to support their Industrial division in Umhlanga, KZN.

This is a broad administrative role combining office administration, financial administration, project support and tender coordination. Reporting to the Divisional Management Head, the successful candidate will play an important role in keeping the division organised, maintaining accurate financial and project information, and supporting the wider team with day-to-day operational requirements.

Key Responsibilities: Office & Divisional Administration

• Provide general administrative and secretarial support to the division.
• Manage typing, filing and document control.
• Coordinate meetings and prepare meeting minutes.
• Arrange travel and process related administration.
• Coordinate stationery orders and other office requirements.
• Administer staff leave records.
• Provide reception back-up support when required.
• Assist with staff orientations, mentorship and performance review administration.
• Coordinate training agreements and assist with professional registration administration.
• Arrange medicals and PPE where required.

Financial & Project Administration:

• Prepare and process project initiation documentation.
• Assist with the administration and processing of contracts.
• Maintain creditor information.
• Administer weekly timesheets.
• Process monthly expense, overtime and travel claims.
• Process orders, invoices and credit notes.
• Assist with project budget monitoring and control.
• Support debt collection administration.
• Prepare month-end divisional information packs.
• Maintain and update income forecast information.

Tender & Marketing Support:

• Assist with the compilation, coordination and submission of tenders and proposals.

Minimum Requirements:

• Matric.
• Minimum of 3 years’ relevant experience in a similar administrative, financial and secretarial support role.
• Competence in invoicing and general financial administration.
• Strong numerical ability and attention to detail.
• Experience gathering information and compiling reports.
• Strong organisational and administrative skills.
• Proficiency in:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Power Point
  • Microsoft Outlook
• Ability to work independently, take initiative and manage multiple administrative priorities.
• Confident communication skills and the ability to interact effectively with internal and external stakeholders.

Preferred / Advantageous Experience

• Experience with in a consulting or professional services environment.
• Previous experience using Proman.

This position offers a varied role combining financial administration, project support, divisional coordination and tender administration within a multidisciplinary professional services environment.

It would suit an experienced administrator who enjoys taking ownership of detail, coordinating multiple activities and providing reliable support to a professional project team.
Assegai Recruitment partners with engineering and technical professionals across South Africa, helping them connect with employers where their skills can make a real impact.

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While we carefully consider every application, we may not be able to respond to each applicant individually. If you have not heard from us within two weeks, please consider your application unsuccessful for this particular position. Where appropriate, we may retain your details for other suitable opportunities.