We are looking for a detail-orientated and organised Administrator to support our daily operations.
The Administrator will be required to perform all admin and secretarial duties efficiently and effectively. These duties include but are not limited to the following:
Office Administration
•Perform general office administration duties.
•Respond to phone calls, emails, and faxes both internally and externally.
•Travel and hotel bookings for senior staff when required.
•Complete and submit timesheets and monthly FTE data to Payroll
•Generation of waybills for courier services required
•Ensure and maintain ordering of site consumables, PPE, etc.
•Purchase goods externally following the company protocols to achieve most cost effectiveness.
•Review planned orders, create requisitions for purchased items and get quotations approved.
•Communicate to suppliers regarding amendments to purchasing processes, etc.
Petty cash
•Issuing of petty cash as and when requested.
•Weekly & monthly reconciliation and submission to finance by 26th.
Purchase Orders and Invoices
•Adhere to purchase order and invoicing procedures.
•Basic accounting duties involving matching of order, delivery, and invoicing.
•Receipt of PO’s and recons.
•Ensure all Tax invoices are processed in the EXACT system.
•Resolve invoice and PO discrepancies.
•Assist with month end closing.
•Issuing of invoices to clients.
•Receive, verify and process duly authorized invoices and requisitions for goods and services, accurately and on time, In the system.
•Ensure invoices & credit notes are filled correctly and up to date.
•Responsible for ordering of stock supplies for the site’s operational needs.
•Work with branches/warehouses to anticipate changes to ensure uninterrupted operations.
•Coordinate and maintain appropriate level of stocks and complete stock count regularly in time.
Occupational Health & Safety
•Practice the ALS Health and Safety Foundation Standards.
•Practice the ALS company core values.
•Comply with the ALS company policies and procedures.
Competencies required for the role are as follows:
Behavioural competencies:
•Excellence interpersonal, planning and communication skills.
•Skilled in the art of influencing, contract negotiations and closing agreements.
•Maintain confidentiality and integrity
•Highly organised and flexible
•Sound decision making, problem solving and preventive measures skills
•Demonstrates accountability and a team player
•Ability to investigate, resolve and respond to queries
•Inspires and drives excellence in all aspects of work
•Interact and communicate in a respectful manner taking into consideration the diverse cultures
•Able to work under pressure and to tight deadlines and ability to prioritize own workload.
•Excellent Team working skills
•Excellent numerical and analytical skills.
•Logical thinking and implementation abilities.
•Attention to detail and work under pressure.
•Ability to multitask and meet challenging deadlines.
•Effective communication skills both verbally and written within all levels of ALS and with the clients.
Qualifications:
• Essential - Grade 12 / Matric.
• Diploma in office management or related qualification.
•Minimum of 3 years hands on experience in office administration.
•Experience in administration duties in an inspection/laboratory operation or similar industry would be advantageous.
•Experience with EXACT and/or SAP will be advantageous.