Temporary Administrative and Inventory Assistant (Maternity Cover)

On Line Personnel; Gqeberha; On-site; ZAR 127,000 - 152,000; Full time

Job summary

On Line Personnel is seeking a Temporary Administrative and Inventory Assistant (Maternity Cover) in PE/Gqeberha, starting December 2026. The role focuses on inventory control,Pastel processing, supplier invoicing, and general administration within a manufacturing/logistics setting.

The position runs for five months (December 2026–April 2027) with standard hours Mon-Thu 8:00–16:30 and Fri 8:00–15:00. Salary is R12 500 per month, commensurate with qualifications and experience.

Qualifications

• Proven experience using Pastel (competent in processing inventory transfers, invoices, and purchase orders).
• Intermediate to advanced proficiency in Microsoft Office, especially Excel and Word.
• Strong background in general administration within manufacturing, logistics, warehousing, or engineering.
• Excellent financial literacy with the ability to spot and resolve discrepancies on supplier statements.
• Outstanding communication skills with a highly organized approach to filing and reporting.

Responsibilities

• Inventory management and system controls using Pastel and Excel.
• Process internal inventory movements from bulk storage to lean supermarket and to the main warehouse floor.
• Maintain SOH accuracy and perform periodic system cleanups for expired or lost quotations.
• Handle purchase orders and supplier invoicing in Pastel and organize delivery paperwork.
• Reconcile supplier statements and follow up on credit notes and invoices.
• Draft customer quotations and internal production job cards using Word and Excel.
• Prepare Pro Forma invoices and Delivery Notes; track deliveries with signed documents.
• Coordinate procurement and logistics for office supplies and daily freight.
• Manage daily mail, filing, and general administrative duties.

Tools

Pastel

Excel

Word

Job description

Job Position: Temporary Administrative and Inventory Assistant (Maternity Cover)
Ref: 5316
Location: PE/Gqeberha (Parsonsvlei)
Salary: R12 500 per month commensurate with qualification and experience

Hours: Monday to Thursday 8 AM to 4.30 PM, Friday 8 AM to 3 PM

Contract duration: 5 month assignment (December 2026 to April 2027)

Qualifications / Requirements:

• Proven experience using Pastel (Must be competent in processing inventory transfers, invoices, and purchase orders)
• Intermediate to advanced proficiency in Microsoft Office, specifically Excel (tracking stock status, creating sheets, updating reports) and Word
• Strong background in general administration within a manufacturing, logistics, warehousing, or engineering environment
• Excellent financial literacy with the ability to spot, analyze, and resolve discrepancies on supplier statements
• Outstanding communication skills with a highly organized, methodical approach to filing and report management

Key Performance Areas:

• Inventory management and system controls (Pastel an Excel)
  • Internal inventory tracking: Process and track physical inventory movements accurately inside the system, managing stock transfers from bulk storage to the lean supermarket, and onward from the supermarket to the primary warehouse floor
  • System maintenance: Regularly monitor and update the system to reflect precise stock on Hand (SOH)
  • Conduct continuous audit cleanups by identifying and removing expired or lost quotations from active system tracking wallets
• Financial administration and supplier processing (Pastel)
  • Purchase orders and supplier invoicing:
    • Generate and issue external supplier purchase orders via Pastel
    • Gather, verify, and systematically organize all physical and digital delivery paperwork to prepare accounts for senior supplier processing
  • Statement and discrepancy resolution:
    • Reconcile incoming supplier statements and proactively investigate or sort out account variances
    • Follow up on outstanding supplier credit notes and original invoice
• Order processing and customer support (Word, Excel and Pastel)
  • Quotations and project cards:
    • Compile accurate component quotes using Word and Excel templates
    • Create internal operational documentation, including Cascades job cards and specialized customer-specific production job cards
  • Customer billing cycle:
    • Draft formal customer Pro Forma invoices and issue official system Delivery Notes
    • Track completed deliveries by collecting and archiving signed internal Delivery Notes
    • Ensure all accompanying customer transaction records are impeccably cross-referenced
• Procurement and logistics support
  • Office and operational supplies: Manage procurement workflows for office consumables and stationery orders
  • Transport dispatch coordination: Connect with logistics vendors to arrange daily freight transport for physical goods
  • General administration: Manage incoming and outgoing mail workflows, maintain physical filing cabinets, and handle daily corporate correspondence