Administrator Assistant

Role****Purpose

The Administrator Assistant is responsible for providing administrative and operational support to the AV Solutions Administrator to ensure the efficient coordination of projects, stock management, customer repairs, and service-related activities. The role plays a key part in maintaining accurate records, coordinating logistics, managing documentation and sign-offs, and supporting service delivery processes to ensure a high level of customer satisfaction and operational efficiency.

Key Responsibilities

Order Processing & Procurement

• Process customer and internal orders accurately and within required timelines.
• Assist with the procurement of external stock and equipment for projects.
• Follow up on supplier quotations, purchase orders, and delivery schedules.
• Maintain accurate records of orders and procurement activities.

Stock & Logistics Coordination

• Coordinate and arrange the delivery of stock and equipment to customer sites.
• Track deliveries and ensure timely receipt of stock.
• Liaise with suppliers, couriers, and internal teams regarding delivery requirements.
• Assist with stock allocation and inventory administration.

Documentation & Sign-Off Management

• Manage and maintain stock delivery sign-offs and installation completion documentation.
• Ensure all project documentation is accurately completed, filed, and stored.
• Follow up on outstanding customer acknowledgements and sign-off documents.

Customer Repairs Administration

• Log, track, and coordinate customer repair requests.
• Liaise with customers, suppliers, and technicians regarding repair progress.
• Maintain accurate repair records and provide status updates when required.
• Ensure repairs are processed in accordance with company procedures and service expectations.

SLA Administration

• Monitor and manage Service Level Agreement (SLA) administration requirements.
• Track response and completion times to support SLA compliance.
• Generate reports and update records relating to service delivery activities.
• Escalate concerns where SLA commitments may be impacted.

Administrative Support & Record Keeping

• Maintain filing systems, both electronic and physical.
• Ensure accurate record keeping and documentation management.
• Assist with generating reports, updating spreadsheets, and maintaining databases.
• Provide general administrative support to the AV Solutions team as required.

Requirements

Qualifications

• Grade 12 / Matric (Essential).
• Relevant Administrative or Office Administration qualification (Advantageous).

Experience

• 1-3 years' administrative experience in a project, logistics, procurement, service, or technical support environment.
• Experience with order processing and supplier coordination.
• Experience maintaining records and administrative documentation.

Skills & Competencies

• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong customer service orientation.
• Good problem-solving and coordination skills.
• Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to work independently and as part of a team.