Office Administrator / Operations Coordinator

Handpicked Recruitment; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A recruitment agency in South Africa is seeking a candidate with experience in inventory management and sales order processing. The ideal candidate will have a Grade 12 certification and at least 3 years of experience working with Pastel. Responsibilities include managing backorders, tracking inventory, and handling financial compliance. Strong analytical and organisational skills are required for this role, which is crucial in a manufacturing environment.

Qualifications

• 3+ years working experience on Pastel (non-negotiable).
• Experience in the manufacturing industry handling inventory.

Responsibilities

• Convert quotes to sales orders and invoices.
• Manage backorders and partial deliveries.
• Track raw materials and finished goods in real time.
• Create purchase orders and manage approval flows.
• Post automated general ledger entries from operations.

Skills

Strong numerical skills

Analytical skills

Organisational skills

Strong communication skills

Attention to detail

Multitasking ability

Education

Matric (Grade 12)

Tools

Pastel

Job description

Minimum Requirements

• Matric (Grade 12)
• 3+ years working experience on Pastel (non‑negotiable as 95% of the work will be on Pastel)
• Must have previous working experience within the manufacturing industry, handling inventory
• Strong numerical, analytical, and organisational skills
• Excellent attention to detail and ability to multitask
• Strong communication skills (verbal and written)

Key Responsibilities

Sales Order Processing & Distribution

• Convert quotes to sales orders and invoices.
• Manage backorders and partial deliveries.
• Link sales demand to production planning with the production team.
• Prepare delivery notes and logistics documentation with the stores department.

Inventory & Stock Control

• Track raw materials, work‑in‑progress, and finished goods in real time.
• Maintain minimum / maximum stock level alerts.
• Manage batch / lot and expiry tracking.
• Ensure automated stock valuation (average cost, etc.).

Production Planning & Scheduling

• Generate production orders with the production and stores teams.
• Allocate materials and labour to jobs.
• Track progress of manufacturing batches / runs.
• Identify and communicate bottlenecks or capacity constraints.

Procurement & Supplier Management

• Create purchase orders and manage approval flows.
• Maintain supplier price lists and lead times.
• Oversee goods receiving and quality checks with production and stores.

Financial & Compliance Management

• Post automated general ledger entries from operations.
• Manage debtors and creditors.
• Handle Tax / VAT compliance and reporting.
• Assist with month‑end and year‑end processes.

Reporting & Business Intelligence

• Maintain real‑time dashboards and inventory movement reports.
• Support sales, cost, and profitability analytics.
• Ensure proper audit trails and compliance documentation.

Costing & Job Cost Analysis

• Compare actual vs. standard production costs.
• Track labour, overheads, and material consumption.
• Report on margin and profitability per product or job.

BOM Management (Future Implementation)

• Create and maintain BOMs for each product.
• Link raw materials and labour to final product costing.
• Manage version control for product changes.

Secondary / Support Functions

• Bank reconciliations
• Processing GRNs
• Manage switchboard and assist with general office admin
• Liaise for payroll requirements
• Petty cash control
• Oversee deliveries and logistics
• Run monthly data backups
• Provide day‑to‑day administrative and operational support

Please note : Only shortlisted candidates will be contacted