Office Administrator – Agri and Earthmoving Equipment at Farm Managers SA

MINIMUM REQUIREMENTS


Previous experience in an administrative, ordering, bookkeeping or accounts support position.
Pastel experience - essential.
Microsoft Excel - essential.
Strong overall computer literacy.
Basic bookkeeping knowledge and experience.
Experience working with purchase orders, invoices, delivery notes and supplier accounts.
Excellent organisational and administrative skills.
High level of accuracy and attention to detail.
Comfortable working with figures and financial information.
Ability to prioritise and manage multiple tasks simultaneously.
Valid driver's licence.
Strong written and verbal communication skills.
Ability to communicate in English and isiZulu would be advantageous.
Previous experience in an earthmoving, agricultural, construction, engineering or mechanical environment would be advantageous.


PERSONAL ATTRIBUTES REQUIRED


Highly organised and methodical.
Honest and trustworthy.
Reliable and hardworking.
Accurate and detail oriented.
Proactive and able to follow up on outstanding matters.
Able to work independently without constant supervision.
Confident communicating with suppliers, clients and operational staff.
Able to work under pressure and manage competing priorities.
Neat and professional.
Comfortable working as part of a busy operational team.
Willing to take responsibility and ownership of their work.
Able to maintain confidentiality when dealing with company and financial information.


KEY RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO

Orders & Purchasing


Prepare and process purchase orders.
Place orders for parts, materials, fuel, agricultural inputs and other operational requirements.
Obtain and compare quotations from suppliers.
Follow up on outstanding orders and deliveries.
Check purchase orders, delivery notes and supplier invoices for accuracy.
Ensure expenditure is allocated to the correct job, machine, site or department.
Maintain accurate records of outstanding and completed orders.
Liaise with suppliers regarding pricing, availability, deliveries and queries.


Basic Bookkeeping & Accounts Administration


Capture supplier invoices and financial information accurately.
Assist with creditors and general bookkeeping functions.
Process and maintain financial records using Pastel.
Reconcile purchase orders, delivery notes and invoices.
Assist with monthly accounts administration.
Maintain accurate supporting documentation for transactions.
Assist management with financial reports and information when required.


Earthmoving & Agri Administration


Work closely with the Earthmoving and Agri teams to ensure operational paperwork is complete and up to date.
Maintain records for individual jobs, sites and projects.
Capture and monitor machine hours, diesel usage, labour and other job-related information.
Assist with job costing and cost allocation.
Maintain machinery service and maintenance records where required.
Keep accurate records of work completed for customer invoicing.
Follow up with site teams for outstanding paperwork, timesheets, delivery notes and job information.
Assist management with monitoring costs against individual jobs.


General Office Administration


Maintain organised electronic and physical filing systems.
Manage emails and general office correspondence.
Prepare Excel spreadsheets, reports and schedules.
Assist with timesheets and staff administration.
Maintain supplier and customer records.
Answer telephone calls and assist with general enquiries.
Provide administrative support to management.
Ensure paperwork is completed, followed up and filed correctly and on time.