Business Administrator

Optential Consulting (Pty) Ltd; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A consulting firm in Cape Town is seeking a Business Administrator to oversee daily office operations, manage HR and payroll tasks, and support accounts receivable functions. The ideal candidate will have at least 3 years of experience in administration and must be fluent in English. Strong organizational skills and proficiency in Excel are necessary for this role. This position offers the opportunity to work in a dynamic environment focused on operational efficiency.

Qualifications

• 3 years of experience in administration or office management.
• Fluent in spoken and written English.
• Computer literate and comfortable with Excel.

Responsibilities

• Ensure smooth operations of the office.
• Manage receptionist duties and switchboard.
• Support HR and payroll administration.
• Handle accounts receivable and invoice processing.

Skills

Administrative support

Time management

Communication skills

Organizational abilities

Education

Diploma / Certificate in Business Administration

Tools

SAGE system

Excel

Job description

Overview

Overall Responsibility :

The Business Administrator ensures smooth day-to-day operations of the office by combining administrative, receptionist, and payroll support functions. This role supports management, production, and staff while ensuring operational efficiency, accurate record-keeping, and excellent stakeholder service.

Reception

• Operating the switchboard and correct directing of incoming calls, and relay of messages; switchboard never to be left unattended.
• Maintain a welcoming and organized front office environment.
• Maintaining visitor / contractor and declaration forms on the security register as required. Ensure sufficient forms in place at all times.
• Cross check visitor forms to gate register daily. Issue appropriate PPEE forms to visitors and ensure all PPE is returned; report to manager if not returned.
• Maintaining customer complaints log book as required by Food safety.
• Accepting courier deliveries and ensure parcels are received by the correct person - do not sign on behalf of the receiver unless requested to do so.
• Issue gate passes on receipt of authorisation from the approved signatories
• Coordinate meeting rooms
• Flowiz System Management :
• Create Finance and HR POs on receipt of approval
• GRV Finance POs on receipt of delivery / service rendered confirmation

HR Administration Support

• Weekly updating of leave applications, approved overtime, etc. on the time and attendance system
• Maintenance of training registers, filing of training documents
• Payroll training as backup for
• HR Collect and verify timesheets, leave records, and other payroll data.

Finance Administrative and Account Receivable Support

• AR - Wholesale account responsibility
• Take over reconciliation and debt collection responsibility of assigned wholesale accounts.
• AR - credit notes
• Processing and filing of authorised credit notes
• Damage claim register maintenance - SGX uplift documentation; damage claims received; credit note number update once credit note has been processed.
• AR - invoices
• Monthly maintenance of PODs on Datastore for SGX deliveries, electronic filing of PODs
• AR - Other Processing of credit applications on Credeq portal

Requirements of the Role

Qualification : Diploma / Certificate Business Administration, Office Management, or equivalent Experience :

3 years experience in administration or office management

Fluent in spoken and written English Payroll knowledge (SAGE system experience would be beneficial)

Computer literate and very comfortable with Excel and limited formules

Skills

• Meticulous, precise and process driven
• High integrity required as position will deal with confidential data
• Effective verbal , written and listening communication skills
• Time management skills
• Computer skills
• Willingness to assist
• Curiosity and willingness to learn
• Comfortable to work in compartments, relating to different departments
• Strong organizational and multitasking abilities

Please note if you don\'t hear back from us within 3 weeks please consider your application unsuccessful.