Office Administrator

Job Location : KwaZulu-Natal, Newcastle

Deadline : May 04

Your purpose as an Office Administrator is to efficiently manage procurement, financial transactions (credit / debit card handling), expat coordination, and general administrative support in a manner that ensures smooth operations and compliance with company policies.

Key Responsibilities :

1. Credit / Debit Card:
   • Procurement and collection of credit / debit card items only with approval of Director
   • Capturing of slips / transactions on SAP on the same day as the transaction
   • Ensure all items procured on credit / debit card are handed to stores
   • Updating the credit / debit card sheet immediately after each transaction
   • Credit / Debit Card reconciliation and submission on a monthly basis
   • All transaction slips to contain the correct company details
   • Credit / Debit Card transaction slips to be included and updated together with credit / debit card recon to proof all transactions
   • Ensure all transaction slips are signed by stores clerk to proof item was received by stores
2. Co-ordinate collection and receipt of ordered items:
   • GRN / SRN of items received on the same day to be checked
   • Stamp of receipt obtained on the invoice / delivery note
   • Items to be locked and secured in Town Office Storeroom
   • Issue items manually then submitted on ERP
3. Procurement:
   • Prepare and submit weekly MPR Control sheet to Head Office accounts to show any outstanding and urgent transactions and follow up on any outstanding matters
   • Update Director on a daily basis on any payments done for outstanding items
   • Assist on any SAP / ERP matters
   • Follow MPR process as per instructions
   • Communication with Suppliers and Head Office to ensure smooth procurement process
4. Expat:
   • On and Off-boarding of Expat Staff
   • Co-ordinating all Expat matters with Head Office
   • Accommodation arrangements for Expats
   • Transport arrangements for Expats
   • Invitation letters to be prepared, signed, stamped and sent back to India Office
   • Request and ensure receipt of bank verified statement of business entity and certified ID
   • Prepare proof of residence for expat under correct business entity letterhead
   • Obtain copy of Municipal Services Bill to attach to proof of residence
   • Complete application of visitors Visa
   • Arrange all required accommodation documentation, i.e. lease agreement etc under correct business entity
   • Ensure legal team review on lease or any other lease or rental agreements before signature
   • Ensure timeous provision of invoices and submission and processing by procurement teams for payment
   • Prepare and submit furniture budget if semi-permanent housing is being provided
   • Procure furniture and ensure house is set up and ready for occupation
   • Obtain quotations, procure Wi-Fi connection and arrange for installation
   • Prepare cost comparison for flying arrangements, get the same approved and book accordingly
   • Upkeep of Visa Expiry Tracker and arrangements of travel and accommodation to leave and return to SA
   • Prepare Visa extension documentation
   • On-site vehicle arrangements / procurement of the same
   • Maintain files for all Expat information, passport, driver's license / permit copies, flight information and tracking of the same
   • Prepare and present a monthly report indicating status of any Expat matters
   • Maintain and file cost per expat in personal files
5. General:
   • Any other assistance to Directors
   • Assisting all other senior Town Office personnel if and when required
   • Management of Town Office Cleaner
   • Assistance to Sinethuba Administrator if and when required
   • Co-ordinating of the Car / SUV fleet

Minimum Requirements :

1. Matric
2. A diploma or degree in finance, procurement, or business administration would be advantageous
3. At least 2-3 years of experience in a procurement or administrative role, preferably with exposure to SAP or similar ERP systems
4. Experience in credit / debit card management, including transaction recording, reconciliation, and reporting
5. Experience in managing expatriate (expat) staff processes, including onboarding / offboarding, accommodation, transport arrangements, and visa management
6. Strong organizational skills and attention to detail
7. Ability to manage multiple tasks and prioritize effectively
8. Strong communication skills (both written and verbal) for dealing with suppliers, expats, and internal teams
9. High level of integrity and confidentiality when handling sensitive financial and personal data
10. Ability to work under pressure and meet deadlines