General Administrator

Purpose of the Role

The General Administrator provides efficient, accurate and professional administrative support across the business. The role keeps office operations, documentation, record-keeping and day-to-day communication running reliably, and supports management and colleagues with admin, filing, scheduling, procurement and coordination tasks.

Key Responsibilities General Office Administration

Manage the day-to-day running of the office, including reception duties, incoming calls, emails and visitors. Maintain accurate, organised filing systems, both electronic and physical. Order and monitor office supplies, stationery, refreshments and cleaning materials. Coordinate courier collections and deliveries, and keep dispatch and receiving records. Keep office equipment (printers, copiers, phones) in working order and log service requests.

Document Preparation and Records

Prepare, format, proofread and distribute letters, memos, quotations, checklists, forms and reports in FactorySmart's standard branded format. Maintain version-controlled templates and ensure the latest approved version is always in use. Keep company records, registers and logs up to date (e.g. vehicle checklists, PPE inspection records, appointment letters and signed policies). Handle confidential information with discretion and in line with POPIA.

Diary, Meetings and Coordination

Manage diaries, bookings, appointments and travel arrangements where required. Schedule meetings, prepare agendas, take minutes and follow up on action items. Coordinate between departments (sales, service, workshop and management) to keep tasks and deadlines on track. Support project coordination by maintaining trackers, schedules and status updates.

HR and Compliance Administration

Maintain employee files, leave records, attendance and onboarding documentation. Assist with preparing contracts, appointment letters, warnings and other HR/IR documentation, under the guidance of management. Support OHS administration, such as safety records, inspection checklists, first aider and safety representative registers, and incident report filing. Help keep policies, codes of conduct and company notices current and accessible to staff.

Suppliers, Procurement and Finance Support

Request quotations, capture purchase orders and follow up on deliveries. Maintain supplier and service-provider contact lists and records. Assist the finance function with invoice filing, expense claims, petty cash records and basic data capture. Verify documents for accuracy before submission or payment processing.

Customer and Stakeholder Communication

Be a professional first point of contact for customers, suppliers and visitors. Direct enquiries to the right person and ensure queries are followed up within agreed timeframes. Support customer documentation such as quotations, intake forms and service records

Process Improvement and Ad Hoc Support

Identify and suggest improvements to administrative processes, templates and workflows. Assist with special projects, audits and any other reasonable administrative tasks assigned by management.