Administrator

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

Key Responsibilities

Sales Administration & Quoting

• Prepare client proposals across all on company products and services.

• Generate client quotes.

Suppliers and Procurement

• Load purchase orders onto the system once supplier quotes are received, and follow up  on outstanding quotes

• Manage new suppliers to company, assisting in sourcing through to onboarding on our  system.

• Monitor supplier work in progress and incoming invoices, assist in reconciling supplier  statements, and track payments due against agreed terms

• Maintain minimum stock levels and assist with stock control

Client Onboarding & Site Management

• Manage Client application process for company to be appointed as supplier to a client  as well as onboarding onto our system

• Manage borehole certificates, yield certificates, welcome letters and client information  packs

• Load new sites onto the FSM system for ongoing maintenance and water testing  schedules

• Monitor site status and flag issues to the relevant team member for investigation and  resolution

Laboratory Coordination

• Log purchase orders and arrange courier collection for water sample packages

• Pack and prepare sample packages for dispatch

• Save, track and follow up on outstanding lab results

• Flag any results requiring operational attention and escalate accordingly

• Send acceptable results to sales agents/clients via the support desk

Yield Report Management

• Follow up with subcontractors on outstanding yield reports and create report thereon

• Advise the operations team of results

Finance & Payment Administration

• Perform bank account reconciliations, including importing and matching transactions

• Manage payments : confirm job completion, determine payment due dates per supplier terms, prepare and upload bulk payments to the bank, and follow up to ensure payment  release

Document & Data Management

• Scan and file documents as required (e.g. delivery notes, invoices), loading these onto  the system or Cloud Drive

• Assist with data capture for asset management and stock control

Office & Facilities Management

• Manage office supplies, stationery, water/refreshments and general office needs

• Coordinate vehicle servicing, monitor fuel usage and perform reconciliations

• Manage tool inventory and stock control

Desired Experience & Qualification

Requirements

• Grade 12 / Matric certificate essential; a tertiary qualification in office administration,  finance or a related field is advantageous

• 0–2 years' experience in an administrative, finance administration or office support role

• Strong computer literacy; experience with Zoho Platform (Books, CRM etc) or similar  systems is advantageous

• Excellent organisational skills with the ability to manage multiple concurrent tasks and  deadlines

• High attention to detail and accuracy, particularly for financial and compliance-related  documentation

• Strong written and verbal communication skills

• A valid driver's licence is advantageous

• Own reliable transport to the Johannesburg office