Administrator

4 months ago

Middelburg, South Africa INTERCONNECT SYSTEMS Full time

SUMMARY OF POSITION

The role of an Administrator involves a great deal of multitasking. They will work with teams, oversee the operations within the Company, manage groups, coordinate with management and engage in planning according to the needs of the Company.

ROLES AND RESPONSIBILITIES
- Logging and Updating of Jobs
- Logs jobs on Syspro.
- Updates OJ Report with completed Proforma invoices.
- Saves Job Packages on the System.
- Tracking and updating all jobs that have been logged on the System
- Compiles job cards.
- Logs time and travel on the System.
- Schedules jobs to the relevant Branches.

Transactional Administration
- Ensure pro-forma invoicing gets done timely and accurately and thereby clearing the applicable WIP account and that all supporting documents are correct
- Obtains job invoices and quotes for Clients.
- Assists with GRN's.
- Assists with Debits and Credits.

General Admin and Clerical Support
- Assists with job scheduling of Technicians and arranges access for Technicians to go on Site.
- Updates and maintains the quote directory.
- Prepares letters and documents, and schedules appointments.
- Completes leave authorisation forms.
- Accurately captures Timesheets and overtime.
- Relays queries to the relevant Department.
- Types minutes and distributes them.
- Maintains an efficient Filing System. (This includes processing picking slips and ensuring test results and job documentation is uploaded to the database)
- Actively keeps track of the movement of staff in and out of the Branch.
- When Required, assists with:

- Health and Safety duties (issuing of PPE and filing documentation).
- Sales forecasts and Sales Pipelines.
- Typing quotes and Tenders.
- Ensuring stock is always available for every project (Stock Taking)
- Updating FNB Portal
- Scanning and saving proforma invoices on Microfile and job packages

Client Relations
- Assists Clients with quotes
- Solving account queries
- Attending to all Clients’ problems and requirements
- Liaises with Clients regarding installation dates.
- Follows up with Clients regarding Jobs and Orders.

Switchboard Operator
- Screens and Routs all calls to the relevant person.
- Courteously deals with Customer queries, both telephonically and in-person.

Health, Safety, Quality and Environmental Responsibilities
- Report any deviations that could lead to an accident
- Participate in Safety Training to improve safety standards
- Report incidents and accidents before the end of a shift
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Colleagues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services

Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior

JOB REQUIREMENTS
- Must have a minimum of Grade 12 or equivalent
- Must have a minimum of 3 - 4 years previous experience in an Administration position
- Must have extensive knowledge of MS Office
- Experience of Syspro would be an advantage
- Must have excellent verbal and written communication skills
- Must have a valid driver’s licence and own vehicle

BEHAVIOURAL REQUIREMENTS
- Must be able to work independently as well as in a team
- Must be able to adapt new strategies to react to changing business trends
- Must have excellent organisational, planning, multitasking and administrative skills
- Must have exceptional attention to detail, be results, detail and goal orientated
- Must be logical, methodical and proficient
- Must be able to prioritise jobs, perform under pressure and meet deadlines
- Must be able to manage time efficiently and effectively
- Must consistently maintain a high level of integrity, be honest and reliable
- Must be willing to take on new responsibilities and challenges
- Must have exceptional Customer service skills and display professionalism at all times
- Must be dressed professionally at all times
- Must conduct him/herself in the appropriate manner and show respect towards the Company, Clients, Suppliers, Contractors and fellow employees
- Must have excellent interpersonal and communication skills

**Job Types**: Full-time, Permanent

Application Question(s):

- What is your expected salary?

**Education**:

- High School (matric) (required)

**Experience**:

- Administrative office procedures, practices and equipment: 3 years (required)

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