Administrative Manager

AlphaESS South Africa; Johannesburg; In loco; ZAR 180.000 - 300.000; Tempo pieno

Descrizione del lavoro

AlphaESS South Africa is seeking an Office Administration and Finance Support specialist to assist the South African subsidiary with day-to-day administrative operations and liaison with the China headquarters. The role involves handling supplier invoices, expense records, and payment requests, while coordinating logistics and inventory activities within SAP systems.

The ideal candidate will support customer invoicing, organize training and events, and collaborate cross-functionally with sales,

Competenze

• Experience with SAP or CRM systems is a strong advantage.
• Proven ability to handle unplanned duties and shifting priorities.
• Strong customer focus and service orientation.
• Excellent organizational and time-management skills.

Mansioni

• Support day-to-day administrative operations of the South African subsidiary and liaise with AlphaESS headquarters in China.
• Coordinate warehouse and transport arrangements and schedule outbound deliveries to meet timelines.
• Prepare supporting documents for customer invoicing and verify against SAP orders.
• Assist in organizing customer trainings and local events and provide on-site support as needed.

Conoscenze

Customer service

Organizational skills

Collaboration

Problem solving

Technical literacy

Strumenti

SAP

CRM

Descrizione del lavoro

Office Administration and Finance Support

• Support the day-to-day administrative operations of the South African subsidiary and liaise with relevant departments at AlphaESS headquarters in China.
• Collect supplier invoices, match them to company card transactions where applicable, and submit the subsidiary’s monthly invoices and expense records to the headquarters finance team.
• Raise and track payment requests through the internal approval system for operating expenses, including rent, insurance, professional fees, warehousing, freight, customs clearance charges and import VAT. Maintain the supporting documents for each request.
• Raise and track payment requests through the internal approval system for operating expenses, including rent, insurance, professional fees, warehousing, freight, customs clearance charges and import VAT. Maintain the supporting documents for each request.

Logistics and Inventory

• Coordinate warehouse and transport arrangements based on customer requirements. Schedule customer collections and outbound deliveries with warehouse teams and logistics providers to meet agreed timelines.
• Coordinate inbound shipments, forward customs clearance documents to the warehouse and obtain goods received notes. Collect dispatch records and proof of delivery (POD) for outbound shipments, and record stock receipts and dispatches in SAP.
• Conduct regular stock counts with the warehouse and reconcile physical stock and warehouse records against SAP. Investigate discrepancies, identify their causes and coordinate any necessary inventory adjustments.

Customer Invoicing Support

• Prepare the supporting documents for customer invoicing once delivery is confirmed. Check the purchase order or pro forma invoice and the signed proof of delivery against the SAP order, verify that the amounts match and make the documents available to the finance team.

Customer Training and Event Support

• Help organise customer training sessions and other local events. Coordinate schedules, venues and materials, and provide on-site support as needed.

Proven ability to handle unplanned duties and shifting priorities without delivery delays.

Cross-Department Collaboration:

Strong capability to work with sales, warehouse, and after-sales teams to resolve issues.

Customer Centric Service:

High awareness of customer needs and a proactive approach to problem-solving.

Organizational Skills:

Meticulous attention to detail, particularly in asset tracking and orderaccuracy.

Technical Literacy:

Proficiency in office software; experience with SAP or CRM systems is a strong advantage.