Office Manager & Orders Administrator

Time Personnel; Wes-Kaap; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Time Personnel is seeking an enthusiastic Office Administrator to support daily operations across purchasing, invoicing, HR records and general administration. You will handle calls, schedule deliveries, and maintain filing systems while supporting site teams and management.

Ideal candidates will have Matric, strong communication and IT skills, and the ability to multitask in a busy environment with attention to detail and deadlines.

Qualifications

• Matric, post matric qualifications advantageous.
• Experience with purchase orders, invoicing, credit notes.
• Strong communication and interpersonal skills.
• Computer literate.
• Ability to multitask and support day-to-day administration.

Responsibilities

• Handle incoming calls professionally.
• Schedule site deliveries and manage calendars.
• Maintain and organize digital and physical filing.
• Create and edit documents such as letters, reports, and presentations; assist with pricing for tenders.
• Update and maintain databases.
• Monitor inventory, order supplies and ensure stock levels.
• Assist with planning and execution of office events, meetings, and training sessions.
• Assist with expense tracking and invoice processing.
• Communicate effectively with Head Office and meet deadlines.
• Assist with HR administration and maintain personnel records.
• Manage vehicle service records and bookings.
• Contribute to development and enforcement of office policies.
• Obtain quotations from suppliers, secure approvals, and process orders for construction materials.
• Follow up with suppliers on order confirmations, stock availability and delivery dates.
• Monitor outstanding orders and report delays to management and site personnel.
• Ensure all orders are properly documented with supporting paperwork.
• Maintain the materials-to-site delivery schedule.
• Coordinate deliveries with suppliers, transporters and site personnel to ensure on-time delivery.
• Assist with urgent material requirements and schedule changes.
• Communicate delivery arrangements and potential delays to relevant parties.
• Assist daily requests from management and escalate urgent matters as needed.
• Communicate with suppliers to ensure site requirements are met efficiently.

Skills

Communication

Interpersonal skills

Computer literacy

Multitasking

Administration

Education

Matric or equivalent

Job description

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

• 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.