Port Elizabeth: Office admin manager posted by Talent Scout Recruitment

Office Manager
Location: Markman, Gqeberha
Industry: Transport and Logistics

A well-established transport company based in Markman is seeking an experienced and highly organised Office Manager to oversee administrative, debtors, and HR-related functions. Candidates residing in Bluewater Bay or Despatch, with own reliable transport and a valid drivers licence, will be preferred due to location and operational requirements.

Key Responsibilities

Administration
Maintain and update Excel spreadsheets recording daily loads and all related information including customer details, rates, drivers, and vehicle registration numbers
Liaise daily with Operations to obtain loading information and required documentation
Receive, scan, and distribute PODs (Proof of delivery) to customers
Prepare documentation and PODs for invoicing purposes
Follow up on customer and operational queries
Issue load confirmations to third-party subcontractors
Ensure smooth communication and strong working relationships between Operations and Administration

Debtors Management
Generate and process invoices on Pastel
Arrange delivery or courier of original invoices and PODs where required by customers
Capture and allocate customer payments
Prepare and distribute monthly statements
Follow up on outstanding accounts
Perform account reconciliations
Maintain accurate filing systems
Build and maintain strong professional relationships with customers

Human Resources Administration
Submit monthly returns to the relevant Bargaining Council
Process drivers leave and sick leave on the Bargaining Council portal
Ensure completion and submission of all leave and sick leave documentation
Liaise with labour consultants regarding disciplinary matters and warnings
Coordinate employment contracts for new hires with labour consultants
Exposure to wages, salaries, and payslip processing will be advantageous

Minimum Requirements

Proven experience in office management or senior administration, preferably within a transport or logistics environment
Strong administrative and organisational skills
Experience with Pastel and Excel
Sound understanding of debtors processes
Basic HR and labour administration knowledge
Ability to work under pressure and manage multiple priorities
Reliable transport and valid drivers licence