Administration Manager

Unique Personnel boasts over 50 years (established in 1970) of personnel and staffing experience, so it's not surprising that even though our main focus has been providing on South African Staffing Solutions, we now recruit internationally for over 5000 clients

Duties & Responsibilities

Purpose of the Role

• The Administration Manager leads and oversees administrative operations, ensuring efficient office systems, accurate records, reliable coordination and consistent service standards.

• The role manages administrative priorities and controls, supports departmental leaders, monitors compliance and drives process improvements across the business.

Key Responsibilities

Office Administration and Team Oversight

• Oversee daily office operations, reception, incoming communications, visitors and general administrative service delivery.

• Allocate, prioritise and monitor administrative work; provide guidance, coaching and performance feedback to administrative personnel where assigned.

• Establish and maintain efficient electronic and physical filing systems, office supply controls and equipment maintenance arrangements.

• Oversee courier, dispatch and receiving administration and resolve escalated operational issues.

Document Control and Records Management

• Set standards for the preparation, review and distribution of letters, memos, quotations, checklists, forms and reports using approved branding.

• Own document control procedures, approved templates, version management and records retention practices.

• Ensure company registers and logs are accurate, complete and regularly reviewed, including vehicle, PPE and policy records.

• Safeguard confidential information and oversee administrative compliance with POPIA.

Executive Support, Meetings and Cross-Department Coordination

• Oversee management diaries, travel arrangements, meeting schedules, agendas and minutes as required.

• Track meeting decisions, action owners and deadlines; escalate overdue or unresolved matters.

• Coordinate administrative requirements across sales, service, workshop, finance and management.

• Maintain visibility of project trackers, schedules and status reports to support timely execution.

HR, OHS and Compliance Administration

• Oversee employee file administration, leave and attendance records, onboarding documentation and relevant registers.

• Coordinate preparation and control of employment contracts, appointment letters, disciplinary documentation and HR/IR records in consultation with authorised management or advisers.

• Monitor completeness and accessibility of OHS records, inspection checklists, incident documentation and statutory appointment registers.

• Support internal audits and ensure approved policies, notices and codes of conduct are issued and maintained.

Procurement, Supplier and Finance Administration

• Supervise quotation requests, purchase order administration, delivery follow-ups and supplier record accuracy.

• Maintain administrative controls for supplier documentation, invoice processing support, petty cash and expense claims.

• Review supporting documents for completeness, accuracy and appropriate approval before submission to finance.

• Identify administrative exceptions, delays and cost-control opportunities and report them to management.

Customer and Stakeholder Service

• Set professional communication and response standards for customers, suppliers and visitors.

• Oversee routing and follow-up of enquiries, complaints and escalations within agreed service timeframes.

• Ensure customer-facing documents, including quotations, intake forms and service records, are correctly prepared and filed.

Reporting, Governance and Continuous Improvement

• Develop and monitor administrative procedures, checklists, service standards and performance measures.

• Provide management with regular updates on outstanding actions, compliance gaps, operational risks and improvement initiatives.

• Lead improvements to administrative workflows and support system adoption, audits and cross-functional projects.

• Undertake other reasonable management and administrative responsibilities assigned by senior management.

Key Performance Expectations

• Accurate, current and accessible administrative records and controlled documents.

• Timely completion of administrative tasks, meeting actions and departmental follow-ups.

• Compliance documentation maintained and exceptions escalated promptly.

• Consistent customer and internal service standards, with measurable process improvements.

Desired Experience & Qualification

Matric or Relevant qualifications