Administration Clerk and Receptionist

Senwes; Hartbeesfontein; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading agricultural company in Hartbeesfontein is looking for an Administrative Support Coordinator. The role includes ensuring professional interactions between administration and customers, data capturing, maintaining personnel registers, coordinating travel plans, handling vehicle administration, and fulfilling reception duties. The ideal candidate should display strong organizational skills and professionalism when dealing with stakeholders.

Responsibilities

• Ensure smooth interactions between administration, employees, and customers.
• Compile and capture data related to manufacturing processes.
• Maintain and capture the leave register.
• Assist with route planning for drivers.
• Renew vehicle licenses annually.
• Manage incoming and outgoing telephone calls professionally.
• Welcome and receive customers courteously.

Job description

Purpose Of The Job

To ensure that all interactions between administration, employees, customers and external service providers run smoothly and professionally, while providing efficient reception and administrative support to the organisation.

Data Capturing

Core Tasks

• Compile and capture data relating to manufacturing processes.
• Allocate job cards accurately.
• Assist with ad hoc data requests.
• Investigate and compile relevant market data, including competitive advantages.

Personnel Administration

Core Tasks

• Maintain and capture the leave register.
• Handle the submission and filing of sick notes.
• Communicate labour‑related issues and matters with the HR Business Partner.
• Assist with queries relating to Injuries on Duty (IOD).
• Capture overtime sheets accurately and timeously.
• Distribute payslips and attend to payslip queries.
• Maintain attendance registers for staff.

Travel Administration

Core Tasks

• Assist with route planning for drivers in relation to accommodation and deliveries.
• Coordinate drivers’ schedules for customer deliveries and repairs.
• Arrange general accommodation and flight bookings.
• Ensure timely payment for accommodation and related travel expenses.
• Liaise with service providers regarding accommodation and customer schedules.

Vehicle Administration

Core Tasks

• Renew vehicle licences annually.
• Coordinate bi‑annual roadworthiness testing for heavy vehicles and trucks.
• Liaise with the insurance company regarding claims.
• Maintain and monitor vehicle logbooks per driver/vehicle.
• Control and issue vehicle keys responsibly.
• Monitor the validity of drivers’ licences.
• Coordinate the Professional Driving Permit (PDP) application and renewal process.

General Administration

Core Tasks

• File and maintain organisational documents.
• Order and monitor general office stationery.
• Handle administration relating to purchases.
• Manage petty cash responsibly.
• Assist with the placement of adverts.

Fulfil Reception Function

Telephone Management

• Handle all incoming and outgoing telephone calls professionally.
• Direct external calls to the appropriate staff or department and provide information as required.
• Capture details of prospective customers.
• Manage internal telephone calls, including transferring to external numbers and providing information.

Reception Duties

• Welcome and receive customers in a friendly and courteous manner.
• Portray a professional image of Staalmeester at all times.
• Identify the purpose of customer visits and refer them to the appropriate staff member.
• Follow up with customers waiting for service to ensure prompt assistance.
• Handle difficult or aggressive customers in a professional and calm manner.