Plumbing - Office Administrator

Introduction

We are looking for an organized and reliable Administrator to support the day-to-day operations of our plumbing business.

This role is central to keeping the office running smoothly - coordinating jobs, managing schedules, handling customer communication, and supporting the technicians and management team with the administrative backbone they need to deliver great service.

Duties & Responsibilities

• Answer incoming calls and emails, and respond to customer enquiries in a professional and friendly manner

• Schedule and coordinate plumbing jobs, allocating technicians based on availability, location, and skillset

• Maintain and update the job diary/dispatch system, ensuring accurate records of bookings and completed work

• Prepare and send quotes, invoices, and job cards to customers

• Follow up on outstanding payments and liaise with customers regarding account queries

• Order and track materials, parts, and supplies, liaising with suppliers as needed

• Maintain accurate records of jobs, contracts, warranties, and compliance certificates

• Assist with payroll administration, timesheets, and technician expense claims

• Manage office filing systems (physical and digital), ensuring documents are up to date and easily retrievable

• Liaise with technicians in the field to relay job details, updates, and customer information

• Support management with reporting (e.g. job completion rates, outstanding jobs, revenue summaries)

• Ensure compliance documentation (licences, insurance, safety certificates) is current and properly filed

• General office duties: managing stationery/supplies, greeting visitors, maintaining a tidy reception area

Desired Experience & Qualification

Essential

• Matric / Grade 12 (or equivalent)

• Proven experience in an administrative, office support, or dispatch/scheduling role

• Strong computer literacy (MS Office/Google Workspace; experience with job management or CRM software advantageous)

• Excellent verbal and written communication skills, bilingual in English and Afrikaans

• Strong organizational skills with the ability to multitask and prioritize under pressure

• High attention to detail, particularly with invoicing and record-keeping

• A professional, customer-focused telephone manner

• Own reliable vehicle and a valid driver's licence

• Must reside on the West Rand

Advantageous

• Previous experience in the plumbing, trades, or construction industry

• Familiarity with job scheduling/dispatch software (e.g. ServCraft, or similar)

• Basic understanding of invoicing, bookkeeping, or accounts receivable/payable

• Working knowledge of Xero accounting software

• Experience working with field-based technicians or service teams

Key Attributes

• Calm under pressure and able to manage a fast-paced, reactive work environment (emergency call-outs, last-minute schedule changes)

• A problem-solver who can think on their feet

• Trustworthy and discreet when handling customer and financial information

• Team player who works well with both office staff and tradespeople

Package & Remuneration

• Between R10 000.00 & R12 000.00 per month

• Working hours - Mon–Fri, 8am–5pm

• Supportive team environment with opportunities for growth

Interested?

Suitable candidates who meet all the requirements are invited to submit their CV along with a brief cover letter.