Office Administrator

Job Purpose

To provide effective administrative and transactional support to the sales and finance functions by accurately capturing data, preparing client quotations, processing sales and purchasing documentation, allocating payments, assisting with claims, and performing general office administration. The role requires strong attention to detail, accuracy, and the ability to work efficiently in a fast-paced environment.

Key Responsibilities1. Data Capturing & Client Quotations

• Accurately capture customer and sales-related information on the relevant systems.
• Assist with preparing and processing client quotations.
• Ensure quotations are accurate, complete, and issued within required timeframes.
• Maintain accurate records of quotations and related documentation.
• Follow up on outstanding information where required.

2. Payment Allocations

• Assist with allocating customer payments to the correct accounts and invoices.
• Ensure payment allocations are accurate and processed timeously.
• Investigate and resolve unidentified or incorrectly allocated payments.
• Maintain supporting documentation for payment allocations.

3. Sales Orders & Invoicing

• Create and process sales orders accurately.
• Generate customer invoices in accordance with approved sales orders.
• Verify pricing, quantities, customer details, and other relevant information before invoicing.
• Assist with resolving invoicing discrepancies and queries.
• Maintain proper records of sales documentation.

4. Requisitions, Purchase Orders & GRNs

• Create and process purchase requisitions and purchase orders.
• Ensure purchase orders are supported by the required approvals.
• Capture and process Goods Received Notes (GRNs).
• Verify documentation against orders and deliveries.
• Assist with resolving discrepancies between purchase orders, deliveries, and invoices.

5. Claims Administration

• Assist with investigating, processing, and resolving customer and/or supplier claims.
• Ensure all claims are supported by the required documentation.
• Follow up on outstanding claims and maintain accurate records.
• Liaise with relevant internal departments to resolve claims efficiently.

6. Petty Cash

• Process authorised petty cash payments.
• Maintain accurate petty cash records and supporting documentation.
• Perform regular petty cash reconciliations.
• Ensure petty cash transactions comply with company procedures and controls.
• Report discrepancies to the relevant supervisor or manager.

7. General Office Administration

• Provide general administrative and clerical support to the department.
• Maintain organised electronic and physical filing systems.
• Answer and direct telephone calls and respond to routine enquiries.
• Assist with preparing reports, correspondence, and other administrative documents.
• Perform any other reasonable administrative duties as required.

Minimum Requirements

• Grade 12 / Matric.
• Relevant qualification in Business Administration, Finance, Accounting, Sales Administration, or a related field would be advantageous.
• Previous administrative, sales administration, finance administration, or similar experience.
• Computer literacy, particularly Microsoft Excel and Microsoft Office.
• Strong numerical and data-capturing skills.
• Good written and verbal communication skills.

Advantageous

• Previous SYSPRO knowledge and experience.
• Experience with sales orders, invoicing, purchase orders, GRNs, and payment allocations.
• Experience in an accounting, manufacturing, distribution, or sales environment.

Work Location: In person