Office Administrator

Job Location : KwaZulu-Natal, Newcastle
Deadline : May 04, 2025

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 :

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 is 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
• 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. Complying 100% with Company Policy

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 100%
• Communication with Suppliers and Head Office to ensure smooth procurement process
• 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. Complying 100% with Company Policy
• Monthly physical stock take and physical stock to be submitted by the 2nd day of each month

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 filing of cost per expat in personal files

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 :

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