About the position
Job Title: Office Administrator
Job Type: Permanent
Location: Malmesbury
Working Hours: Monday - Friday, 08:00 - 16:30
Job Summary
The Office Administrator will be responsible for ensuring the smooth and efficient running of daily office operations. This role supports the management team, handles administrative tasks, engages with customers and suppliers, and ensures accurate record-keeping for all business processes.
Key Responsibilities
Administrative & Office Support
- Manage day-to-day office operations and general administration.
- Maintain filing systems (digital & physical) for invoices, orders, and documentation.
- Prepare and distribute correspondence, memos, and email communication.
- Handle incoming calls and assist walk-in customers professionally.
Customer & Supplier Coordination
- Assist with customer queries, quotations, and order updates.
- Process purchase orders, sales orders, and follow up on deliveries.
- Liaise with suppliers regarding stock availability, pricing, and delivery timelines.
- Maintain strong relationships with clients and vendors.
Finance & Reporting
- Capture invoices, credit notes, and PODs accurately.
- Assist with basic bookkeeping tasks (recons, petty cash, supplier payments).
- Work closely with Accounts to ensure accurate month-end submissions.
- Prepare weekly/monthly admin reports as required.
Inventory & Systems
- Update inventory records and assist with stock control.
- Ensure accurate capturing of goods received/delivered.
- Maintain system data accuracy for products, pricing, and customer information.
Operational Support
- Assist management with administrative tasks and project coordination.
- Support the sales team with quotations, follow-ups, and documentation.
- Ensure office supplies are maintained and equipment is functioning.
Minimum Requirements
- Grade 12 / Matric.
- 2-4 years experience in an Administrative or Office Support role.
- Experience in the agricultural or supply industry (advantageous, not essential).
- Strong computer literacy: MS Office (Excel, Word, Outlook).
- Experience with invoicing/ERP systems
- Excellent verbal and written communication skills.
- Strong organizational and problem-solving skills.
- Ability to prioritize tasks and work under pressure.
Desired Skills:
- COMMUNICATION
- INVENTORY MANAGEMENT
- ATTENTION TO DEATIL
