Administrator (Entry Level)

Company: Fidelity Services Group
Location: Midrand, Gauteng
Posted: 8

Job Description

The Administrator and Fire Coordinator supports Projects and Operations by coordinating jobs and handling administrative functions for both project and operational activities.

Key Duties & Responsibilities

• Schedule jobs with clients and technicians (internal & external).
• Answer all incoming calls efficiently and professionally.
• Print and distribute technicians’ work schedules daily.
• Call and confirm bookings with clients.
• Track technician whereabouts and adjust schedules as needed.
• Assist clients continually.
• Collect outstanding paperwork daily (job cards, invoices).
• Help resolve complaints.
• Meet and track agreed targets.
• Monitor vehicles, track repairs and maintenance.
• Order and manage PPE for the department.
• Prepare monthly and weekly invoicing reports.
• Create and raise purchase orders for jobs.
• Generate new stock codes not yet loaded into the system.
• Follow up on supplier orders for jobs.
• Handle van stock counts and variance reports.
• Scan and prepare documents for invoicing.
• Follow up on supplier invoices and payments.
• Assist with overtime, expense claims, and OTA’s.
• Open all CS and PS jobs in SAP.
• Open project and non‑project related jobs.
• Assist the Project Manager with scheduling and coordination of all CS and PS jobs.
• Support stock issuing to all jobs.
• Prepare files for invoicing and save hard copies to the system.
• Maintain up‑to‑date project registers with relevant information.
• Keep general filing organized and maintained.
• Ensure stock is allocated for jobs before invoicing.
• Assist the PM and GM with ad‑hoc duties.
• Keep workstation neat and tidy.
• Read costing sheets and understand sales quotations.
• Manage own deliverables, scope, and time effectively.
• Work closely with sales, commissioning engineers, and the Project Manager.
• Follow detailed commissioning plans for installation, service, and handover.
• Control all documents and test records on site for handover.
• Adhere to project and EHS plans.
• Document daily project activities.
• Monitor progress and communicate daily to site clients and the Fidelity Fire Solutions Project Manager.
• Verify stock before deployment to site and while on site.
• Report material deviations promptly to the Project Manager for ordering.
• Maintain good customer relationships with all commercial clients.
• Be prepared for occasional overtime work.

Minimum Qualifications

• Matric or equivalent.
• Minimum 2 years of administrative experience.
• Financial background or experience essential.
• Experience with accounting systems (e.g., SAP).
• Experience in preparing quotations.
• Knowledge of Listener.
• Knowledge of technical and project coordination.
• Computer literacy (MS Office, Outlook).
• Typing speed of 45+ words per minute.

Skills and Attributes

• Customer focused
• Time management
• Interpersonal savvy
• Technical and functional skills
• Timely decision making
• Planning
• Confidence
• Excellent communication and presentation skills
• Drive for results and consistency
• Business acumen and strategic vision
• Agility
• Accountability
• Collaborative spirit
• Resilience
• Ability to work under pressure in a fast‑moving environment
• Action orientation
• Priority setting
• Approachability
• Integrity and trust
• Proactive informing of stakeholders

Application Deadline

Open until filled.

Application Process

To apply for this position, please visit the following link:

fidelityservicesgroup.simplify.hr