Administrative Clerk & Office Operations Specialist

The Building Company; Middelburg; On-site; ZAR 180,000 - 240,000; Full time

Job summary

The Building Company in Middelburg, Mpumalanga is seeking a diligent administrator to support relief reception and cashier duties, invoicing, and inventory counts. The role requires meticulous record-keeping, timely documentation, and professional interaction with suppliers and staff.

You will assist with month-end postings, onboarding paperwork, EE reporting and maintain personnel files, while handling general office tasks to keep operations running smoothly.

Responsibilities

• Relief reception and cashier duties performed professionally
• Accurate timely filing of customer invoices (debtors)
• Assist with cycle counting as part of inventory audits
• Organize and consolidate month-end statements for posting; tabulate and post data
• Compile and maintain records of business transactions and clerical work; copy data and prepare reports
• Ensure timely completion of onboarding documents for new employees
• Assist with Skills Development and EE reporting administration
• Maintain personnel files, leave forms, WCA claims administration and disciplinary documentation
• Assist recruitment administration and job advertising
• Capture GRNs/CVRs into the system; prepare and issue receipts, bills and statements
• Capture invoices; match GRNs to invoices
• Process CVRs for quantity discrepancies and price differences
• Reconcile creditors to supplier statements accurately and timely
• Investigate variances and report outcomes to management
• Resolve supplier queries professionally and efficiently
• File unpaid matched GRNs, delivery notes, orders and related details
• Uphold company values and culture

Job description

• Relief Reception and Cashier when required in a professional manner
• Ensure accurate filing of customer invoices (debtors account) timeously
• Assist with accurate cycle counting when required as part of the inventory auditing procedure
• Organize and consolidate month end statements for posting. Tabulates and posts data in record books
• Compiles and maintains records of business transactions and office activities in the store, performs variety of following or similar clerical duties and utilizing knowledge of systems or procedures: Copies data and compiles records and reports
• Ensures that all documents are completed and submitted timeously relating to the onboarding of all new employees
• Skills Development and EE reporting: Assist the Store Accountant with all the administration relating to skills development and employment equity reporting
• Maintain Personnel Files and Administrative functions: Maintain accurate Personnel files and records, including the sorting of leave forms and the administration and reporting of WCA claims and the issuing and documentation of disciplinary action administration
• Recruitment administration: Assistance regarding recruitment administration and job advertising when required
• Capturing GRN's / CVR's into system: Captures GRN’s/CVR’s accurately. Prepares, issues, and sends out receipts, bills, policies, statements, and checks
• Capture Invoices: Matching GRN's to invoices captured
• Processing of CVR's: Processing of CVR's efficiently in case of incorrect quantities received, price differences and damaged goods returned
• Accurately and timeously reconciles creditors to supplier statements
• Investigating variances i.e. price / quantity differences etc and provide outcome of investigation to the management
• Resolving queries with suppliers in a professional manner accurately and efficiently
• Filing of documents: Filing of unpaid matched GRN / delivery note / order / buy out details
• To uphold and promote the company values and culture