Office Administrator

Company: Tsebo Solutions Group
Location: Johannesburg, Gauteng
Job Type: Entry Level
Posted: 31 minutes ago
Application Deadline: Open until filled

About the Role

Tsebo Solutions Group is seeking a meticulous and organized Office Administrator to join our team. This entry-level position is a fantastic opportunity for a detail-oriented individual to build a career in administration and finance support. You will be responsible for ensuring the smooth operation of our account administration processes, providing daily administrative support, and delivering excellent customer service.

Key Responsibilities

Account Administration

• Verify that all invoices are correctly authorized by relevant department heads before processing.
• Ensure invoices and delivery notes correspond with their respective purchase orders.
• Capture all goods delivered and services rendered onto the financial system to facilitate timely supplier payments.
• Liaise with the Procurement department regarding unapproved purchase orders.
• Query and follow up on incomplete orders or incorrect documentation from suppliers.
• Return purchase orders to vendors if errors are identified.
• Attend to and resolve all related account queries promptly.
• Follow up or escalate issues to project managers and your line manager when necessary.
• Ensure rectification measures are implemented to adhere to completion deadlines.
• Obtain approval for all new and variation requests for purchase orders and manage the follow-through process.
• Update and maintain all vendor records, purchase orders, and payment information accurately.

Daily Administrative Support

• Continuously seek to improve work methods through on-the-job experience.
• Ensure workflow continues without interruption for maximum efficiency.
• Maintain efficient and effective performance with quick turnaround times.
• Communicate regularly with customers, internal teams, and all relevant stakeholders.
• Manage the collation, distribution, and control of sensitive information and reports, ensuring they are only shared with authorized personnel.
• Guarantee all invoices are received, approved, and paid in a timely manner.
• Execute all tasks correctly the first time to avoid rework.
• Identify further work opportunities through keen observation of the client work environment.
• Analyze, correct, consolidate, and prepare all related documents for reporting purposes.

Customer Service and Advice

• Stay up-to-date with business developments and strategic objectives within the company environment.
• Provide advice on general changes and compliance within the Admin Office when required.
• Work within existing processes and procedures to enhance operational efficiencies and performance.
• Attend to and resolve all customer queries timeously, escalating when necessary.
• Follow up and follow through on all queries until they are resolved.
• Update and maintain positive supplier information and relationships.
• Manage and resolve conflict in a professional manner.

Skills and Competencies

• Excellent verbal and written communication skills.
• Strong interpersonal and relationship-building skills.
• Outstanding attention to detail and superior follow-up skills.
• Proactive initiative and strong problem-solving abilities.
• Excellent time management and organizational skills.
• Superior customer relations skills.
• Strong analytical and numeracy skills.
• Effective conflict management skills.
• High emotional intelligence with the ability to work effectively with diverse colleagues.
• Resilience and the ability to cope with setbacks.
• Must be a self-disciplined, motivated, and energetic self-starter with an exemplary work ethic.
• Capability to interact professionally with both internal and external customers at all levels.
• Ability to maintain strict confidentiality.
• Methodical and structural approach with a focus on details.
• Results-focused with a high degree of professionalism.
• Ability to multitask effectively and follow established procedures.
• Capacity to work well under pressure.
• Must project a professional and competent image at all times while on duty.
• A strong customer-centric approach to all tasks.

Qualifications

• Grade 12 / Matric certificate (non-negotiable).
• Elementary Bookkeeping qualification or similar is advantageous.
• Minimum of 3 years of experience in a finance or administration environment.
• Proven experience working with multiple stakeholders.
• Proficiency in Microsoft Excel at an intermediate level is required.

How to Apply

To apply for this position, please visit the official application portal at:
tsebo.erecruit.co