About the role: We are looking for an energetic, dynamic, analytical, and self-motivated person to fulfil the role of Administrative Coordinator. This person will oversee the daily operations of our head office and its various internal departments.

Job Summary:

The Administrative Coordinator provides organizational and administrative support to ensure efficient operation of the office. Responsibilities include managing schedules, handling correspondence, maintaining records, coordinating meetings, and supporting department operations.

Key Responsibilities:

• Managing all administration related to Imports of components:
  • Customs Documentation
  • Transporter relationships, pricing, duties, customs VAT and pre-approval documentation
  • Co-ordinate and track deliveries
  • Handle deviations and short deliveries
  • Advanced Payment Notifications
  • Maintain import files and implement/review SOPs
  • Plan and manage overseas payment schedule
  • Courier relationships, pricing and cost recovery

Office Management:

• Maintain a clean and organized office environment, ensuring a welcoming and functional workspace.
• Manage and plan:
  • IT, tele communications and fibre
  • Staff leave schedules
  • PPE
  • Health & Safety
  • General office maintenance
  • Office supplies
  • Petty cash
• Oversee daily operations (ensure SOPs are adhered to and updated when necessary).
• New staff onboarding
• Manage staff time keeping
• Manage cleaner and cleaning equipment
• Maintain fixed asset register and insurance report in conjunction with Accountant
• Supplier and customer contracts (existing and renewals of SLAs)

Debtors, Creditors & Cost Management:

• Collections
• Customer queries
• Credit notes approval
• Credit card and cost management
• Reviewing credit applications and improving the current system
• Opening of accounts on ERP system (SAP).
• Fuel logbooks

Scheduling and Coordination:

• Manage & oversee calendars
• Schedule meetings
• Assist with plan travel arrangements
• Coordinate and assist with trade exhibitions
• Plan, manage, report and participate in annual stock-take in conjunction with logistics manager and together implementing process to reduce stock take differences.

Communication:

• Serve as a point of contact for employees, clients, and vendors, handling inquiries and relaying information

Record Keeping:

• Maintain accurate employee records
• Manage documents and files
• Archive filing
• Ensure compliance with organizational policies

Budget Management:

• Assist in tracking expenses, and planning for future budget needs
• Cashflow management

Report Generation:

• Prepare and distribute reports, presentations, and other necessary documentation including but not limited to:
  • Quotes to order success rate
  • Sales progress (Actual to target).
  • Sales turnover and GP
  • Consolidating a team report that is sent to MD and managers at month end noting key challenges, improvements etc.

Process Improvement:

• Identify and implement improvements to administrative processes to enhance efficiency and effectiveness

Support:

• Provide support to various departments and teams, including assisting with projects and tasks

Policy Implementation:

• Help develop, implement, and update administrative policies and procedures

Requirements:

Skills

• Thorough knowledge and track record of Import management
• Process management skills with a high degree of attention to detail
• Proactive problem solving, reasoning and decision-making skills
• Great interpersonal skills
• Persuasive and collaborative leadership style
• Excellent verbal and written communication skills
• High proficiency in Microsoft Excel, Word, and PowerPoint
• ERP experience
• Excellent time-management
• High degree of flexibility
• Ability to maintain confidentiality of sensitive company information
• Highly adaptable as the position is multi-faceted (finance; logistics; sales; facilities; health & safety; customer relations).

Other preconditions

• Own transport and a valid drivers license
• Must reside in the greater Durban area
• Ability to accommodate changes in working hour schedule as the position may require occasional hours from time to time.
• Should the candidate have minor children, a suitable and trusted backup system for childcare

Click Go Apply to apply online!

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