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Office Administrator / Operations Coordinator
Handpicked RecruitmentGauteng, South Africa4 days ago
Job descriptionConvert 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. 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.). 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. Create purchase orders and manage approval flows. Maintain supplier price lists and lead times. Oversee goods receiving and quality checks with production and stores. 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. Maintain real‑time dashboards and inventory movement reports. Support sales, cost, and profitability analytics. Ensure proper audit trails and compliance documentation. Compare actual vs. standard production costs. Track labour, overheads, and material consumption. Report on margin and profitability per product or job. Create and maintain BOMs for each product. Link raw materials and labour to final product costing. Manage version control for product changes. 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
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
Inventory & Stock Control
Production Planning & Scheduling
Procurement & Supplier Management
Financial & Compliance Management
Reporting & Business Intelligence
Costing & Job Cost Analysis
BOM Management (Future Implementation)
Secondary / Support Functions
Please note : Only shortlisted candidates will be contacted
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Office Administrator • Gauteng, South Africa