Reception & Admin Clerk

Introduction

Location: Fourways Gardens, Gauteng

Employment Type: Permanent, Half-Day

Working Hours: Monday to Friday, 08:00 - 13:00

About the Role

AQA Scientific (Pty) Ltd is seeking a reliable, organized, and detail-oriented Reception & Administration Clerk to provide administrative support within a small, fast-paced sales environment. The successful candidate will work from the company office located in Fourways Gardens and will play a key role in ensuring the smooth day-to-day administration of the business.

This position is ideally suited to an experienced administrative professional who is comfortable working independently, enjoys multitasking, and is confident communicating with customers, suppliers, and internal stakeholders.

Duties & Responsibilities

• Answer and manage incoming telephone calls professionally.

• Communicate with customers, suppliers, and stakeholders via email, telephone, and in person.

• Provide administrative support to the Director and Sales Team.

• Capture and maintain accurate records on company systems.

• Follow up on quotes, customer orders, deliveries, and outstanding documentation.

• Load bank statements onto Sage when required.

• Allocate supplier and customer payments and ensure records remain up to date.

• Process and upload invoices, delivery notes, and Goods Received Notes (GRNs) on customer portals.

• Ensure customer portals are updated accurately and within required deadlines.

• Follow up on outstanding orders and customer requests.

• Assist with preparation of supplier payment schedules.

• Produce weekly administrative and payment reports.

• Maintain accurate filing systems and records.

• Assist with stock receiving and verifying received stock against documentation.

• Assist with stock control and periodic stock takes.

• Coordinate deliveries and collections when required.

• Ensure customer health and safety documentation is maintained and updated on customer portals.

• Perform general administrative duties as requested by management.

Working Environment

• Small business environment with a close-knit team.

• The majority of the sales team operate remotely.

• The successful candidate will work largely independently.

• Office environment is based at the Director's premises in Fourways Gardens.

• The role requires a trustworthy and dependable individual who can work with minimal supervision.

• There are dogs on the property, therefore applicants must be comfortable working around pets.

Minimum Requirements

• Grade 12 (Matric).

• Minimum of 3 years' experience in a Reception, Administrative, or Office Support role.

• Good working knowledge of computer literacy.

• Previous experience working with Sage Accounting software will be advantageous.

• Valid driver's licence.

• Own reliable transport.

• Strong verbal and written communication skills.

• Excellent attention to detail and accuracy.

• Ability to work independently and manage multiple priorities.

• Strong organisational and time-management skills.

• Comfortable following up with customers, suppliers, couriers, and stakeholders.

• Willingness to learn new systems and processes.

• Ability to work under pressure and meet deadlines.

Preferred Experience

• Administration support

• Data capturing

• Customer service

• Order processing

• Invoicing

• Logistics coordination

• Stock control

• Goods Received Notes (GRNs)

• Customer portal administration

Previous exposure to scientific, laboratory, instrumentation, or technical environments would be beneficial, but is not essential.

Personal Attributes

The ideal candidate will be

• Reliable and dependable

• Trustworthy and professional

• Friendly and approachable

• Proactive and self-motivated

• Comfortable working independently

• Organised and detail-oriented

• Confident communicating telephonically and via email

• Adaptable and willing to learn

Interested?