Office Administrator – Agri and Earthmoving Equipment

MINIMUM REQUIREMENTS

• Previous experience in an administrative, ordering, bookkeeping or accounts support position.
• Pastel experience – essential.
• Microsoft Excel – essential.
• Strong overall computer literacy.
• Basic bookkeeping knowledge and experience.
• Experience working with purchase orders, invoices, delivery notes and supplier accounts.
• Excellent organisational and administrative skills.
• High level of accuracy and attention to detail.
• Comfortable working with figures and financial information.
• Ability to prioritise and manage multiple tasks simultaneously.
• Valid driver's licence.
• Strong written and verbal communication skills.
• Ability to communicate in English and isiZulu would be advantageous.
• Previous experience in an earthmoving, agricultural, construction, engineering or mechanical environment would be advantageous.

PERSONAL ATTRIBUTES REQUIRED

• Highly organised and methodical.
• Honest and trustworthy.
• Reliable and hardworking.
• Accurate and detail oriented.
• Proactive and able to follow up on outstanding matters.
• Able to work independently without constant supervision.
• Confident communicating with suppliers, clients and operational staff.
• Able to work under pressure and manage competing priorities.
• Neat and professional.
• Comfortable working as part of a busy operational team.
• Willing to take responsibility and ownership of their work.
• Able to maintain confidentiality when dealing with company and financial information.

KEY RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO

Orders & Purchasing

• Prepare and process purchase orders.
• Place orders for parts, materials, fuel, agricultural inputs and other operational requirements.
• Obtain and compare quotations from suppliers.
• Follow up on outstanding orders and deliveries.
• Check purchase orders, delivery notes and supplier invoices for accuracy.
• Ensure expenditure is allocated to the correct job, machine, site or department.
• Maintain accurate records of outstanding and completed orders.
• Liaise with suppliers regarding pricing, availability, deliveries and queries.

Basic Bookkeeping & Accounts Administration

• Capture supplier invoices and financial information accurately.
• Assist with creditors and general bookkeeping functions.
• Process and maintain financial records using Pastel.
• Reconcile purchase orders, delivery notes and invoices.
• Assist with monthly accounts administration.
• Maintain accurate supporting documentation for transactions.
• Assist management with financial reports and information when required.

Earthmoving & Agri Administration

• Work closely with the Earthmoving and Agri teams to ensure operational paperwork is complete and up to date.
• Maintain records for individual jobs, sites and projects.
• Capture and monitor machine hours, diesel usage, labour and other job-related information.
• Assist with job costing and cost allocation.
• Maintain machinery service and maintenance records where required.
• Keep accurate records of work completed for customer invoicing.
• Follow up with site teams for outstanding paperwork, timesheets, delivery notes and job information.
• Assist management with monitoring costs against individual jobs.

General Office Administration

• Maintain organised electronic and physical filing systems.
• Manage emails and general office correspondence.
• Prepare Excel spreadsheets, reports and schedules.
• Assist with timesheets and staff administration.
• Maintain supplier and customer records.
• Answer telephone calls and assist with general enquiries.
• Provide administrative support to management.
• Ensure paperwork is completed, followed up and filed correctly and on time.