Administrative & Data Systems Coordinator

1 week ago

Middelburg, South Africa Acticem (Pty) Ltd Full time

**Position: Administrative & Data Systems Coordinator**

**Location: Middelburg, Mpumalanga**

**Reports to: Production Director**

**Dotted Line Reporting: Financial Manager & Sales & Distribution Director**

**Type: Full-time | On-site**

**Purpose of the Role**

The Administrative & Data Systems Coordinator plays a pivotal role in supporting Acticem’s operational efficiency, data integrity, and quality compliance. This position ensures seamless coordination across ISO 9001 documentation, ERP and Xero data management, production reporting, and administrative processes — while also assisting management with analysis, reporting, and project-related tasks.

**Key Responsibilities**

**1. ISO 9001 & Quality Administration**
- Maintain and update ISO 9001 documentation, procedures, and records.
- Coordinate internal audits, corrective actions, and compliance tracking.
- Ensure version control and accessibility of quality-related documentation.

**2. ERP & Data Management**
- Manage master data and transactions within the ERP system.
- Ensure accuracy of production, inventory, and sales data.
- Prepare and distribute regular reports for sales, collections, and production performance.
- Liaise with internal teams to improve data capture and reporting workflows.

**3. Finance & Reporting Support**
- Support the Financial Manager in reconciling reports and extracting data from Xero.
- Compile weekly and monthly dashboards covering sales, collections, and operating performance.
- Assist with cost analysis, supplier reconciliations, and management reporting.

**4. Office & Administrative Management**
- Oversee general office administration, filing, and document control systems.
- Manage correspondence, office supplies, and service providers.
- Support maintenance reporting for the plant and coordinate service schedules.
- Assist with HR, travel, and other administrative tasks as needed.

**5. Website & Digital Management**
- Coordinate updates to the company website and digital platforms.
- Maintain product information, news, and compliance documentation online.

**6. Executive & Cross-Functional Support**
- Provide administrative and analytical support to the Production Director, Financial Manager, and Sales & Distribution Director.
- Prepare presentations, reports, and meeting documentation.
- Support inter-departmental coordination and project execution.
- Handle ad-hoc projects and research tasks related to business operations.

**Qualifications & Experience**
- Diploma or Degree in Business Administration, Information Management, or related field (preferred).
- Minimum **3-5 years’ experience** in administration, data management, or quality systems (manufacturing or industrial environment preferred).
- Familiarity with **ISO 9001 systems**, **ERP platforms**, and **Xero** accounting software advantageous.
- Strong MS Excel and reporting skills essential.

**Key Competencies**
- Excellent organizational and data accuracy skills.
- Strong communication and reporting ability.
- Ability to manage multiple priorities in a fast-paced environment.
- Analytical mindset with attention to process improvement.
- Proactive, reliable, and discreet in handling confidential information.

**Remuneration**

A competitive salary will be offered based on qualifications and experience.

Pay: From R11 500,00 per month

Work Location: In person

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