Office Manager / Orders Administrator

Time Personnel; Cape Town; Sur place; ZAR 320 000 - 420 000; Plein temps

Résumé du poste

Time Personnel is seeking an Office Manager / Orders Administrator for a client in Cape Town. You will manage office operations, handle purchase orders, invoicing, and supplier communications, and support the Site Manager with admin tasks.

Inventory control, scheduling, HR administration, and document management are part of daily duties. The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced construction environment.

Qualifications

• Matric required; post matric qualifications advantageous.
• Experience with purchase orders, invoicing, credit notes, and supplier documentation.
• Strong communication and interpersonal skills are essential for client interactions.
• Computer literacy and the ability to multitask and support day-to-day administration.

Responsabilités

• Handle incoming calls professionally.
• Schedule site deliveries and calendar management.
• Maintain digital and document filing systems.
• Create and edit documents such as letters, reports, and tender pricing assistance.
• Update and maintain databases and inventory levels.
• Assist with HR administration and personnel records.
• Coordinate deliveries with suppliers and site personnel to ensure on-time arrival.
• Assist with daily requests from management and escalate urgent matters.

Connaissances

Purchase orders

Invoicing

Credit notes

Communication skills

Interpersonal skills

Computer literate

Multitasking

Administration

Formation

Matric

Post-matric qualifications advantageous

Description du poste

Office Manager / Orders Administrator job vacancy in Cape Town.

Are you self managed with minimum 5 year’s experience in a crucial role of supporting administration, purchase orders, invoicing and deliveries for construction site work?

Our client, based in Montague Gardens, requires overall office management, client interactions, admin support for the Site Manager, inventory management, orders, scheduling, and day to day HR administration functions.

Requirements:

• Matric, post matric qualifications advantageous
• Previous experience working with purchase orders, invoicing, credit notes etc.
• Strong communication and interpersonal skills.
• Computer literate.
• Ability to multitask, initiate improvements with day to day support tasks and all administration.

Duties and Responsibilities:

• Handling incoming calls professionally
• Scheduling for site deliveries & calendar management
• Maintaining and organizing digital and document filing
• Creating and editing documents such as letters, reports, presentations and assisting with pricing for tenders.
• Updating and maintaining databases
• Monitoring inventory, ordering supplies, and ensuring adequate stock levels.
• Assist with the planning and execution of office events, meetings, and training sessions.
• Assisting with expense tracking & invoice processing
• Communicating effectively with Head Office and ensuring all deadline requirements are met
• Assisting with HR administration, maintaining personnel records.
• Manage vehicle service records and bookings
• Assisting in the development and enforcement of office policies.
• Obtain quotations from suppliers, getting approvals and processing of orders for materials required for construction sites.
• Follow up with suppliers regarding order confirmations, stock availability and expected delivery dates.
• Monitor outstanding orders and communicate any delays or shortages to management and the relevant site personnel.
• Ensure that all orders are properly documented and that the necessary supporting paperwork is obtained and filed.
• Maintain/update the materials-to-site delivery schedule.
• Coordinate deliveries with suppliers, transporters and site personnel and ensure deliveries are correct and on time.
• Assist with urgent material requirements and changes to delivery schedules.
• Communicate delivery arrangements and any potential delays to the relevant parties.
• Available to to assist with daily requests from management.
• Escalate urgent matters, problems or issues requiring management approval.
• Communicate with suppliers and relevant staff to ensure that site requirements are attended to efficiently.