Administrator Support Services [CWR.UI.ASS.13082026]

Introduction

Our client is a recognised resource in the design and installation of data, voice and video solutions and they are looking for a dedicated and detail-oriented Administrator: Support Services to join their team.

Duties & Responsibilities

JOB DESCRIPTION / PURPOSE

Provide essential administrative support across various departments, with a focus on maintaining and improving project administration within the organisation. This role will be pivotal in ensuring that all project administration is accurate, and will enhance operational efficiency across the support services function.

Operating within a fast-paced environment, this role sits at the intersection of administration, commercial support, and client coordination, working closely with technicians, project managers, suppliers, and clients on a daily basis. The Administrator will act as a key point of contact for quotations, purchase orders, and project documentation, helping to ensure that jobs move smoothly from initial enquiry through to quotes. This is a varied and hands-on role suited to someone who enjoys structure and process, is comfortable juggling multiple priorities in a dynamic setting, and takes pride in getting the administrative details right so that the wider team can focus on delivering excellent service to clients.

MAIN DUTIES & RESPONSIBILITIES

Administrative & Operational Support

• Provide day-to-day administrative support to various departments.

• Answer and direct phone calls, respond to emails, and handle inquiries promptly.

• Organise and schedule meetings, site visits, and appointments; coordinate logistics and travel arrangements as required.

• Maintain accurate and organised filing systems, both physical and digital.

• Support with data entry and processing tasks as required.

• Collaborate with team members to ensure smooth office operations.

• Manage WhatsApp groups, compile updates according to information provided, and upload photographs to the company server.

• Draw site plans according to client needs and expectations.

Commercial & Procurement Functions

• Compile quotations and obtain pricing from suppliers for quotation purposes.

• Create, send, and receive Purchase Orders to and from suppliers and clients; ensure pricing is kept up to date at all times.

• Follow up on outstanding orders and submit payment requests to Finance as required.

• Generate Delivery Notes, update project progress records, and prepare documentation for invoicing.

• Generate job cards and perform calculations of expenses to update quotations.

• Undertake additional administrative tasks or special projects as requested by management.

Stock & Asset Administration

• Ensure all stock received is scanned in and recorded accurately on company sheets.

• Record assets accurately on company asset system.

Communication & Coordination

• Assist with coordinating company events and activities.

• Participate in team meetings and provide updates.

• Communicate professionally with clients and suppliers.

Desired Experience & Qualification

EDUCATIONAL REQUIREMENTS

• Grade 12

• Relevant financial or related tertiary qualification will be an added advantage

EXPERIENCE AND SKILLS REQUIRED

• 2 - 4 Years' administrative experience, ideally within an IT or managed services environment

• Basic understanding of IT terminology

• Financial background

• Experience with site drawings and floor plans

• Knowledge of project management tools or methodologies

• Demonstrated ability to generate Quotations, Purchase Orders, Job Cards, and Delivery Notes

• Valid, unendorsed South African driver's license

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Strong verbal and written English communication skills for professional client interaction

• Ability to work independently and as part of a team

• Strong problem-solving skills and the ability to handle confidential information with discretion

• A proactive attitude and willingness to learn and take on new responsibilities