Administrative Support Specialist

2 weeks ago


Cape Town, Western Cape, South Africa West Coast Personnel Full time
West Coast Personnel: Document Management Clerk

We are seeking a detail-oriented and motivated Administrative Support Specialist to join our team at West Coast Personnel. This role involves managing documentation and ensuring efficient administrative processes.

Key Responsibilities:
  • Request daily Proof of Delivery (POD) documents for third-party and direct deliveries, providing timely updates to the team.
  • Export a list of outstanding PODs daily to Excel for tracking purposes, utilizing data analysis skills to identify trends.
  • Obtain PODs for orders that have already been invoiced but lack documentation, collaborating with relevant stakeholders to resolve issues.
  • Accurately update the ERP system daily with notes for all open orders, maintaining up-to-date records.
  • Request feedback and updates on back orders from relevant stakeholders, fostering effective communication.
  • Source and send off for receipt and invoicing as required, ensuring seamless order fulfillment.
  • Assist in keeping Purchase Order Estimated Time of Arrival (ETA) information up to date, providing accurate information to the team.
  • Address accounts queries as needed, resolving customer concerns promptly.
  • Perform other ad hoc administrative duties as assigned, adapting to changing priorities.
Requirements:
  • Highly motivated, disciplined, and ambitious individual with an innovative mindset.
  • Ability to work independently as well as collaboratively within a team.
  • Strong ability to perform well under pressure, prioritizing tasks effectively.
  • Quick learner with the capability to mentor junior colleagues.
  • Strong customer service orientation with an awareness of service level agreements.
  • Exceptional attention to detail, highly organized, and proficient in prioritization.
Why Join Us?
  • Be part of a dynamic and innovative team.
  • Opportunity for professional growth and development.
  • Flexible work environment with a focus on results.
  • $45,000 - $60,000 per annum, depending on experience, reflecting the complexity of the role and the skills required.


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