Assistant Administration Clerk (Pastel exp.)

Tailormade Solution; Durban; On-site; ZAR 180,000 - 240,000; Full time

Job summary

A Durban-based administrative services provider is looking for an experienced administrator to support office operations. The role includes liaising with suppliers, managing documentation, and ensuring compliance with financial regulations. Candidates should possess a Grade 12 qualification and have 3–5 years of administrative experience. Strong organizational skills and proficiency in Microsoft Office are essential. This position offers an opportunity to contribute to efficient office processes and customer satisfaction.

Qualifications

• Minimum of 3–5 years’ experience in an administrative or clerical role.
• Proficiency in Microsoft Office applications.
• Basic understanding of accounting principles and VAT processes.

Responsibilities

• Act as a liaison between the company and its suppliers.
• Ensure financial and administrative transactions comply with policies.
• Generate and distribute quotations to customers.
• Manage and respond to customer complaints.
• Maintain an effective filing system and track inventory.
• Maintain filing system and ensure documents are accessible.
• Issue, track, and manage stock and equipment from the stockroom.
• Record and distribute minutes for internal meetings.
• Monitor and track purchase orders and quotations for calibration and repair services.
• Manage job cards and checklists for onsite calibrations.
• Update the daily workflow board for technicians.

Skills

Organizational skills

Attention to detail

Communication skills

Interpersonal skills

Task management

Microsoft Office proficiency

Problem-solving skills

Customer service orientation

Education

Grade 12 (Matric)

Relevant administrative qualification

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Purpose

To provide administrative and clerical support to ensure the efficient operation of the office, including coordination between the company and its suppliers, managing documentation, and supporting operational processes such as quotations, stock control, and technician workflow tracking.

Key Responsibilities

• Act as a liaison between the company and its suppliers, addressing queries related to quotations, equipment, and service delivery.
• Ensure all financial and administrative transactions comply with company policies and statutory requirements, including accurate handling of VAT on invoices.
• Generate and distribute quotations to both existing and prospective customers, including follow-up and due reminder letters.
• Review, update, and maintain customer agreements on an annual basis.
• Manage and respond to customer complaints in a professional and timely manner, escalating where necessary.
• Maintain an effective filing system, ensuring all company documents are accurately recorded and easily accessible.
• Issue, track, and manage stock and equipment from the stockroom, ensuring proper inventory control.
• Record, compile, and distribute minutes for internal company meetings.
• Monitor and track purchase orders and quotations to ensure timely completion of calibration and repair services.
• Manage job cards and checklists for onsite calibrations, ensuring all required documentation is completed.
• Update and maintain the daily workflow board for technicians to ensure efficient task allocation and progress tracking.

Minimum Requirements

• Grade 12 (Matric)
• Relevant administrative qualification will be advantageous
• Minimum of 3–5 years’ experience in an administrative or clerical role
• Skills and Competencies:
  • Strong organizational and administrative skills
  • Attention to detail and accuracy
  • Good communication and interpersonal skills
  • Ability to manage multiple tasks and meet deadlines
  • Proficiency in Microsoft Office (Word, Excel, Outlook)
  • Basic understanding of accounting principles and VAT processes
  • Problem-solving ability and customer service orientation

Please send your CV to: [e-mail] and [e-mail]