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Administrator X2

2 weeks ago

Cape Town, 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**
- Logging jobs onto Syspro
- Updating QJ Report with complete proforma invoices and update the information on Worklog
- Saving job packages on the System
- Tracking and updating all jobs that have been logged on the System
- Compiling job cards
- Logging time and travel
- Scheduling of 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
- Job invoices and quotes for Clients
- Assisting with GRN’s
- Assisting with debits ad credits
- **General Admin and Clerical Support**
- Arranging access for the Technicians to go on site
- Updating and maintaining quote directory
- Assisting with database and test results
- Processing picking slips
- Assisting the Sales Team with sales forecasts and sales pipelines
- Typing quotes and tenders as and when required
- Assisting with Health and Safety duties (issuing PPE, filling of Health and Safety documents)
- Prepare letters, documents and schedule appointments
- Ensuring stock is always available for every project (stock-taking)
- Completion of leave authorisation forms
- Capturing timesheets and overtime
- Relay queries to the relevant department
- Typing minutes
- General Filling
- Ensure knowledge of staff movement in and out of the Branch
- Assisting with the job schedules of technicians
- Updating FNB portal
- Scanning and saving proforma invoices on Microfile and job packages
- **Client Relations**
- Assisting Clients with quotes
- Attending to all Clients’ problems and requirements
- Liaising with Clients regarding installation dates
- Solving account queries
- Following up with Clients on jobs and orders
- **Switchboard Operator**
- Receiving calls, providing information, take messages and relay them when needed
- **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

Application Question(s):

- What is your notice period?

**Experience**:

- Job cards: 3 years (required)
- Syspro: 3 years (required)
- GRN's: 3 years (required)