Department Administrator

HENSOLDT South Africa; Pretoria; On-site; ZAR 320,000 - 420,000; Full time

Job summary

HENSOLDT South Africa is seeking a Department Administrator to provide comprehensive administrative, financial, and operational support to the Customer Services department, coordinating office operations, procurement, travel, meetings, events, and executive support.

The role ensures efficient department operations and governance, with emphasis on high-quality customer service and project support, within a global aerospace and defence context.

Qualifications

• Minimum Secretarial Diploma or equivalent formal administrative qualification.
• Minimum 2-5 years' experience in an administrative or departmental support environment.
• Experience using Enterprise Resource Planning (ERP) systems.
• Financial administration or bookkeeping experience will be advantageous.
• Experience supporting international business activities and travel coordination will be advantageous.

Responsibilities

• Coordinate departmental financial administration, procurement activities, ERP transactions, expenditure tracking, and reporting to ensure accurate financial control and budget management.
• Provide comprehensive administrative and secretarial support by managing documentation, correspondence, records, reporting, diaries, and office administration.
• Coordinate local and international travel, accommodation, expense administration, and project logistics to support departmental activities.
• Manage office facilities, departmental resources, meetings, functions, and visitor coordination.
• Maintain administrative governance with documentation, leave administration, policy compliance, and continuous improvement initiatives.

Skills

Secretarial skills

Diary management

Meeting coordination

Minute taking

Office administration

Document control

Education

Secretarial Diploma or equivalent

Tools

ERP (QMuzik or SAP)

Job description

About The Role

The Department Administrator provides comprehensive administrative, financial, and operational support to the Customer Services department by coordinating office administration, procurement, financial processes, travel, meetings, events, and executive support activities. The role ensures efficient departmental operations, effective project support, and the smooth execution of day-to-day business activities while maintaining high standards of governance and customer service.

Qualifications and experience

• Minimum Secretarial Diploma or equivalent formal administrative qualification.


• Minimum 2-5 years' experience in an administrative or departmental support environment.


• Experience using Enterprise Resource Planning (ERP) systems.


• Financial administration or bookkeeping experience will be advantageous.


• Experience supporting international business activities and travel coordination will be advantageous.

Key technical skills

• Advanced Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, and SharePoint)


• ERP Administration and Procurement Processes (QMuzik or SAP preferred)


• Financial Administration, Purchase Requisitions and Purchase Orders


• Travel Coordination and Expense Administration


• Office Administration, Records Management and Document Control


• Diary Management, Meeting Coordination and Minute Taking


• Report Preparation and Administrative Data Analysis


• Asset Register Administration and Office Resource Management

Key responsibilities

Financial and ERP Administration

Coordinate departmental financial administration, procurement activities, ERP transactions, expenditure tracking, and reporting to ensure accurate financial control, efficient purchasing processes, and effective budget management that supports departmental objectives.

Administrative and Executive Support

Provide comprehensive administrative and secretarial support by managing documentation, correspondence, records, reporting, diaries, and office administration to ensure efficient departmental operations and effective executive support.

Travel and Project Logistics Coordination

Coordinate local and international travel, accommodation, expense administration, and project logistics to ensure compliant, cost-effective travel arrangements and seamless operational support for departmental activities and projects.

Office, Meeting and Event Management

Manage office facilities, departmental resources, meetings, functions, and visitor coordination to maintain a professional working environment and ensure the successful delivery of operational activities and departmental events.

Administrative Governance and Continuous Improvement

Maintain administrative governance by managing documentation, leave administration, process standardisation, policy compliance, and continuous improvement initiatives to enhance operational efficiency, service delivery, and organisational compliance.

Our recruitment values

HENSOLDT South Africa focuses on diversity, equity, and inclusion in our organizational strategy. We are committed to building a diverse and inclusive corporate culture that benefits our employees and delivers better outcomes for our clients. In line with our commitment to equal employment opportunities and our focus on diversity in the operational environment, we welcome applications from all ethnic groups. In line with HENSOLDT's commitment to equal employment opportunities and our focus on diversity in the operational environment, preference will be given to suitable candidates from designated groups.

Application Deadline: 12 October 2026.