Office Administrator

Job Overview

Job Description

We are looking for an Office Administrator to support Administrative team

ADMINISTRATION

Introduction

1.1 Accurately process customer invoices and credit notes in accordance with company policies and

procedures.

1.2 Ensure all invoices and credit notes are distributed to customers in the correct format (e.g., PDF

via email) within required timeframes.

1.3 Verify that all invoices are supported by valid documentation, including customer purchase orders

and signed Proof of Delivery (PODs).

1.4 Match and reconcile invoices against supporting documents to ensure completeness and

accuracy.

1.5 Ensure all manual delivery notes are captured and invoiced without delay, especially when system

downtime occurs.

1.6 Apply appropriate handling fees and adjustments to credit notes in line with company policies.

1.7 Maintain organized and up-to-date debtor records to support accurate financial reporting.

1.8 Support the Finance Manager with additional debtor-related administrative tasks when required.

2. DOCUMENT CONTROL AND FILING

2.1 Compile complete document packs for each sales invoice and credit note, ensuring all supporting

documentation is included.

2.2 Scan and save all documentation accurately on the company server according to prescribed file

structures and naming conventions.

2.3 Maintain both electronic and physical filing systems to ensure quick and efficient retrieval of

documents.

2.4 File all documents systematically in the filing room, ensuring compliance with company standards.

2.5 Track and monitor the movement of documentation using Excel spreadsheets to maintain

document control and audit trails.

2.6 Ensure document handling processes are followed strictly to prevent loss or mis filing.

2.7 Perform annual file rotation at financial year-end (February), including archiving old files and

creating new files for the new financial year.

General Office administration Reception & Switchboard Operational Support

GENERAL OFFICE ADMINISTRATION

3.1 Perform general administrative duties such as data capturing, record keeping, and maintaining

office documentation.

3.2 Complete manual delivery notes accurately when the invoicing system is unavailable, ensuring

continuity of operations.

3.3 Monitor and maintain office equipment (e.g., printers), ensuring they are in good working order

and reporting issues promptly.

3.4 Assist various departments with administrative support tasks as required by management.

3.5 Maintain a clean, organized, and efficient working environment in both reception and office areas.

3.6 Ensure all administrative processes are carried out efficiently and in line with company

procedures.

4. RECEPTION AND SWITCHBOARD DUTIES

4.1 Answer all incoming calls promptly, professionally, and courteously, ensuring proper call etiquette

and accurate message taking.

4.2 Screen and redirect calls to the appropriate department (Sales, Engineering, Management) based

on the nature of the enquiry.

4.3 Welcome and assist walk-in customers, suppliers, and courier personnel in a professional and

helpful manner.

4.4 Ensure all visitors are attended to efficiently and directed correctly within the business.

4.5 Check and respond to all voicemail messages daily, ensuring no communication is missed.

4.6 Perform daily checks to confirm the switchboard is fully operational and report any faults or

irregularities immediately.

4.7 Conduct weekly verification of all switchboard lines to ensure full functionality.

4.8 Assist callers proactively when possible, minimizing unnecessary call transfers

5. OPERATIONAL AND ADMINISTRATIVE SUPPORT

5.1 Provide day-to-day administrative support to the Finance Manager, ensuring deadlines and

priorities are met.

5.2 Assist in maintaining accurate financial and operational records.

5.3 Always ensure confidentiality of sensitive company and financial information.

5.4 Participate in annual stock taking processes as required by the company (compulsory).

5.5 Support continuous improvement initiatives by identifying opportunities to streamline

Starting salary R19500 plus benefits.

For more information please call 0833291057

If you are interested in the position advertised please email is your full cv using your own email address to