Admin Executive

Sheldon Recruitment and Selection; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A recruitment firm is looking for an executive office support administrator to manage administration, procurement, and HR functions. Based in Durban, the successful candidate will have at least 5 years of relevant experience. Responsibilities include supplier management, travel coordination, event support, and executive assistance. Proficiency in MS Office is essential. The role offers a negotiable salary and is ideal for a highly organized and proactive individual who can handle multiple tasks efficiently.

Qualifications

• Minimum 5 years’ experience in administration, procurement, HR and executive support roles.
• Strong supplier coordination and valid driver’s license required.
• Proficient in MS Office suite.

Responsibilities

• Source and evaluate potential suppliers for various goods and services.
• Support HR manager with recruitment administration tasks.
• Manage domestic and international travel arrangements.

Skills

Administration

Procurement

HR

Executive support

Supplier coordination

Communication skills

MS Office proficiency

Travel coordination

Event coordination

Job description

Overview

Summary: An international supply chain solutions company seeks to employ the expertise of an executive office support administrator for a role based in Umhlanga, Durban.

Position Info

Applicants are required to meet the following criteria:

• Minimum 5 years’ experience in administration, procurement, HR and executive support roles
• Strong supplier coordination and communication skills & valid drivers
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Experience arranging corporate travel preferred
• Experience in a multinational environment advantageous

Attributes

• Highly organised, reliable, and proactive; strong interpersonal and communication skills.
• Able to manage multiple tasks and deadlines without supervision.
• Professional, discreet, and confident, engaging with internal and external stakeholders.
• Solution-focused mindset with attention to detail.

The successful applicant's responsibilities

Procurement & Supplier Management

• Source and evaluate potential suppliers for a wide range of goods and services
• Run RFQs/comparison evaluations to ensure competitive pricing
• Maintain supplier relationships and monitor contract and service compliance
• Review pricing, terms, and performance on a routine basis

Office & HR Administrative Support

• Support HR manager with the recruitment admin function
• Maintain suitable stock levels for office supplies and consumables
• Coordinate office equipment servicing and vendor follow-ups
• Ensure records, filing and administration follow company procedures
• Manage contracts and returns for company post-paid cell phone and fuel accounts

Travel Coordination

• Arrange domestic and international travel, hotel bookings, transport, and visa requirements for South Africa employees, as well as incoming visitors
• Prepare travel itineraries and ensure compliance with company travel policies
• Process travel claims, expense reports, and reimbursement documentation
• Coordinate travel logistics for visiting management, customers, and partners

Event Support & Coordination

• Assist in planning/coordinating meetings, staff events, workshops, any customer functions, and site visits
• Arrange venues, catering, entertainment, hospitality and supporting materials
• Ensure all events and engagements are executed professionally, and appropriate branding is placed

Executive Support (as required)

• Support the MD with diary and meeting coordination
• Prepare documentation, meeting packs, correspondence, and follow-up actions
• Act as a coordination point between teams to ensure information flows smoothly

Serve as the first point of contact for visitors, clients, and service providers

• Manage the reception area, ensuring it is welcoming, professional, and well-maintained
• Handle incoming and outgoing courier deliveries and correspondence

Salary: Negotiable