Administration, Invoicing, Purchasing & Stock Coordinator

Trac-Tech (Pty) Ltd; Cape Town; On-site; ZAR 250,000 - 350,000; Full time

Job summary

A technology solutions provider in Cape Town is seeking an organized administration all-rounder to manage invoicing, stock control, and customer support. The ideal candidate will have 2–5 years of experience in administration and strong skills in ERP systems,Excel, and communication. This role offers a competitive package along with training and growth opportunities.

Benefits

Competitive package

Training and growth

Qualifications

• 2–5 years in administration with solid invoicing, purchasing, and stock experience.
• Superb attention to detail, accurate data capture.
• Able to prioritise in a fast-moving environment.

Responsibilities

• Prepare quotes, create invoices, reconcile supporting documents.
• Manage stock, issue to jobs, and maintain inventory levels.
• Assist customers at the front counter and online.

Skills

Invoicing

Purchasing

Stock Management

Strong Excel / Google Sheets skills

Friendly communication

Tools

ERP/accounting packages (e.g., Zoho / Sage / Pastel / QuickBooks)

Job description

About us

Trac-Tech delivers mission-critical electronic security, access control, and workforce management solutions to businesses across Southern Africa.

We’re looking for a smart, organised all-rounder to keep our back office and front counter running smoothly—owning admin, invoicing, purchasing, stock control, and assisting walk-in and online customers.

What you’ll do

• Administration & Invoicing: prepare quotes, create invoices / credit notes, reconcile supporting documents, maintain job files and PODs.
• Purchasing: raise POs, compare supplier quotes, track ETAs, expedite orders, manage returns / RMAs.
• Stock Management: receive and GRN stock, bin correctly, issue stock to jobs, maintain min / max levels, run cycle counts and monthly stocktakes, capture variances, and manage RMA’s.
• Front Counter / Walk-in Support: greet customers, handle queries, prepare quick quotes, process payments (EFT / card), issue receipts and hand over goods neatly.
• Logistics & Ops Support: book couriers / collections, prepare pick lists for technicians, keep asset registers and serials tidy.
• Systems & Reporting: keep ERP / stock system up to date, maintain supplier / customer records, produce simple weekly dashboards (backorders, aged POs, stockouts).
• Job Cards and Technicians: ensure that technicians project and call out job cards are up-to-date and invoiced according to the company’s standard procedures.
• Project Stock Management: ensure that the stock required for projects is timeously and correctly ordered / delivered.
• Manage Online Sales: assist online customers with stock, quotation / sales and account queries.

What you’ll bring

• 2–5 years in administration with solid invoicing, purchasing and stock experience.
• Comfortable in an ERP / accounting package (e.g., Zoho / Sage / Pastel / QuickBooks) and strong Excel / Google Sheets skills.
• Superb attention to detail, accurate data capture, and great follow-through with suppliers and customers.
• Friendly, professional communication—on email, phone and in person.
• Able to prioritise in a fast-moving environment and meet deadlines.
• Advantageous: knowledge of electronic security / access control parts, courier portals, VAT / document compliance, valid driver’s licence.

What we offer

• Competitive package, training, and growth in a supportive team.
• Hands-on role with real impact and clear processes.
• Standard office hours, Monday–Friday.