Office Administrator

HH Meat Factory; Strand; On-site; ZAR 108,000 - 180,000; Full time

Job summary

A manufacturing company in South Africa is looking for an Office Administrator to handle order management and customer communication. The ideal candidate has over 3 years of experience in administration and is proficient in tools like Xero and Excel. Responsibilities include coordinating orders, managing inquiries, and maintaining office records. This is a full-time position offering competitive pay.

Qualifications

• 3+ years of experience in admin, order processing, or operations support.
• Experience with Excel and task management systems.
• Organised, detail-driven, and able to work under pressure.

Responsibilities

• Capture customer orders from multiple channels accurately.
• Act as the primary contact for customer queries and issue resolution.
• Generate and issue invoices and manage debtors accurately.
• Maintain accurate records and assist with HR documentation.
• Monitor and reorder office supplies.

Skills

Order management

Customer communication

Excel proficiency

Xero experience

Fluent in Afrikaans

Fluent in English

Tools

Xero

ClickUp

Mailchimp

Vend

Job description

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Key Responsibilities

1. Order Management & Processing

Accurately capture customer orders from multiple channels (email, WhatsApp, phone calls, etc.).

Maintain and update order workflows in our task management platform (currently ClickUp).

Coordinate with the operations team to ensure timely order fulfillment and dispatch.

2. Customer Communication & Support

Act as the primary contact for customer queries, order updates, and issue resolution.

Send order confirmations and delivery updates, maintaining proactive and professional client communication.

Collaborate with operations, logistics, and finance to resolve product, service, or supply issues efficiently.

3. Administrative & Office Support

Maintain accurate employee records and assist with employment contracts and HR documentation.

Track and coordinate staff leave with the Operations Director and Managing Director.

Perform routine office tasks including scanning, printing, laminating, filing, and document preparation.

Answer and redirect phone calls and emails in a timely, professional manner.

Provide day-to-day support to directors with ad hoc coordination, scheduling, and internal communication tasks.

4. Financial & System Coordination

Generate and issue invoices in Xero quickly and accurately.

Debtor management in collaboration with the Financial Director.

Maintain updated customer and supplier profiles in Xero and internal systems.

Capture, update, and analyse data in Excel for reporting and operational decision-making.

5. Procurement & Stock Control of Office Supplies and Consumables

Monitor and reorder office supplies, consumables, and operational materials.

Manage petty cash and ensure availability of essential daily-use items (e.g., stickers, printer supplies, tags).

6. Social Media & Digital Communication

Assist with basic content creation and scheduling for Facebook and Instagram.

Coordinate newsletter distribution and customer outreach via Mailchimp.

Load one-off pricing changes, promotions, and specials into Vend and other sales platforms, ensuring pricing accuracy.

Requirements:

3+ years’ experience in admin, order processing, or ops support.
Experience in Excel, & Xero/pastel (or similar task system).
Fluent in Afrikaans and English (written & spoken).
Organised, detail-driven, and comfortable working under pressure.
Experience with Mailchimp, Vend, and social media tools is a bonus.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Meat Products Manufacturing

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