Roodepoort: Office Administrator/PA posted by Gadget Boss

About Us: Gadget Boss Pty is a fast-growing retail and e-commerce company committed to delivering high-quality products and excellent customer service. We are seeking an exceptionally organized and detail-oriented Office Administrator & Personal Assistant (PA) to be the operational backbone of our office. This is a hybrid role that requires strong administrative skills, executive support experience, and a keen focus on our logistics and e-commerce operations. Key Responsibilities: Office Management: Oversee and manage all office supplies, inventory, and documentation. Handle office correspondence, phone calls, and manage dedicated inquiry inboxes (e.g., Gadget Boss/Office Phonace) for supplies and service providers. E-commerce Support: Support the sales/admin team by responding to customer inquiries on e-commerce platforms. Coordinate inventory updates and supplier stock availability/replenishment for timely customer delivery. Takealot Admin: Manage all Takealot-related administration, including responding to emails, handling Dispute Returns/Appeals, and managing bookings on Adaptris. Returns Management: Daily arrangement and preparation of 30 non-moving stock items for return/credit. Collaborate on returning defective products to suppliers. Logistics Documentation: Maintain meticulous records of shipments, delivery notes, invoices, and orders. Prepare necessary shipping/customs documents and schedule pickups/deliveries with freight companies. Invoice Processing: Verify, match (PO vs. Invoice), and process invoices for payment. Communicate with suppliers to swiftly resolve payment/invoice discrepancies. Accounts Support: Assist the finance team with accounts payable/receivable tracking and rigorous filing of all financial documents. HR Admin: Assist with staff attendance, leave forms, basic HR documentation, and prepare employment/salary letters (e.g., sick leave, overtime, salary advances) as directed Generate daily task completion reports. Produce reports on shipping activities, delivery timelines, costs, and support logistics KPI tracking. Procurement: Conduct weekly stationery checks, coordinate packaging orders (e.g., SunnyPacks boxes, bubble wrap), and obtain quotations for specialized office items. Executive Support: Manage management’s daily schedules, appointments, and reminders. Prepare meeting notes, agendas, and follow-ups. Fleet & Subscriptions: Track and manage vehicle servicing schedules, driver routes, and perform weekly vehicle checks. Monitor and ensure timely payments for all company subscriptions (ODOo, Shopify, Palmetrics, etc.). Financial Admin: Assist with petty cash coordination, monthly mobile top-ups, and support general administrative needs across departments. Qualifications: Proven experience in a complex administrative, PA, or operations role, ideally within a logistics or e-commerce environment. Exceptional organizational skills and meticulous attention to detail (non-negotiable for stock/invoice management). Strong written and verbal communication skills. Familiarity with e-commerce platforms (e.g., Shopify, Takealot) and inventory/ERP systems (e.g., ODOO) is a significant advantage. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Ability to handle sensitive financial and HR information with discretion. What We Offer: Competitive salary Opportunities for professional growth and development Collaborative and supportive work environment Employee discounts on company products