General Administrator

Reference: DBN003330-TK-1

A leading medical device supplier based in Cornubia is looking for a highly organised and proactive General Administrator to keep operations running smoothly.

Candidates with experience in RFQs, tenders, invoicing, quotations and general administration will be highly advantageous.

If you thrive in a fast-paced environment, have excellent attention to detail and can manage multiple priorities with ease, we want to hear from you! Duties & Responsibilities

Key Responsibilities: General Administration:

• Provide day-to-day administrative support to Management and designated departments.

• Capture, update and verify information accurately on company systems, registers, trackers and spreadsheets.

• Maintain orderly electronic and manual filing systems and retrieve documents promptly when required.

• Manage incoming and outgoing correspondence, telephone calls and general enquiries professionally.

• Monitor administrative requests and ensure matters are directed to the appropriate person.

• Photocopy, scan, print, collate and archive documentation as required.

• Maintain stationery and office-supply records and coordinate replenishment within approved processes.

Records, Reporting and Document Control

• Maintain accurate administrative records, departmental registers and supporting documentation.

• Compile routine daily, weekly and monthly reports and follow up on outstanding information.

• Track deadlines, action items, document expiry dates and outstanding submissions.

• Apply document naming, filing, confidentiality, retention and version-control requirements.

• Check documents for completeness, accuracy, authorisation and supporting information before submission.

• Assist with information and document preparation for internal reviews, audits and compliance requirements.

Internal Coordination and Office Support

• Liaise with Finance, HR, Sales, Customer Support, Procurement, Operations, Technical, Regulatory and Warehouse teams on administrative matters.

• Follow up with responsible employees on outstanding documents, approvals and action items.

• Provide reception or switchboard support when required and receive visitors in a professional manner.

• Support onboarding administration and preparation of workplace resources when assigned.

Customer, Supplier and Transactional Support

• Respond to routine customer and supplier enquiries or refer them to the relevant department without delay.

• Assist with quotations, purchase orders, delivery documentation, invoices and related records when requested.

• Maintain customer and supplier information accurately and confidentially.

• Follow up on outstanding documents and provide status updates to the relevant stakeholders.

• Maintain professional service standards in all written, telephonic and face-to-face communication.

Compliance and Confidentiality

• Comply with the company policies, procedures, approval limits and reporting lines.

• Protect personal, employee, customer, supplier, pricing and other confidential business information.

• Ensure records are complete, traceable and available for authorised audit or management review.

• Report data discrepancies, missing documents, risks or process delays promptly to the relevant Manager.

• Support a safe, professional and well-organised office environment.

• Perform other reasonable administrative duties aligned with the position and operational requirements.

Requirements

• Grade 12 (Matric).

• A certificate, diploma or qualification in Office Administration, Business Administration or a related field will be advantageous.

• Minimum 2-3 years' experience in a general administration, office support or similar role.

• Experience within the medical, pharmaceutical, healthcare, distribution or regulated environment will be advantageous.

• Strong computer literacy, including Microsoft Word, Excel, Outlook and PowerPoint.

• Experience using Zoho or another ERP, CRM, HR or business management system will be advantageous.

• Good written and verbal communication skills in English.

• Accurate data-capture, filing and document-management ability.

• A valid driver's licence will be advantageous.

Skills and Competencies

• Excellent organisation, planning and time-management skills.

• High attention to detail and commitment to accuracy.

• Ability to prioritise competing tasks and meet deadlines.

• Professional telephone, email and interpersonal etiquette.

• Customer-service orientation and a helpful, solutions-focused approach.

• Ability to work independently and collaboratively across departments.

• Sound judgement, discretion and a high level of confidentiality.

• Reliable, accountable, adaptable and proactive work ethic.

• Problem-solving ability and willingness to learn new processes and systems.

Should you not receive a response within 2 weeks, please consider your application unsuccessful. Please refer to our website,  www.talentedrecruitment.co.za  , where all our active vacancies are advertised.

IMPORTANT NOTICE By applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer: I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer “personal information” shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (“POPIA”).