Office Administrator - Johannesburg

Responsibilities :

We are seeking a highly organized and proactive individual to take on the role of Office Manager & Client Administrator/Coordinator. This dual-role position will oversee the smooth functioning of office operations, manage vendor relationships, and handle financial and administrative tasks related to toner order processing and invoicing for clients. The ideal candidate will be detail-oriented, have excellent communication skills, and possess a strong ability to manage multiple responsibilities efficiently.

Key Responsibilities:

Office Management and Administration:

• Oversee the day-to-day operations of the office, ensuring it runs efficiently and remains a clean, organized, and safe workspace.
• Liaise with the building manager to address maintenance, security, and operational issues promptly.
• Ensure compliance with health and safety regulations to maintain a secure environment for all employees.
• Manage purchase orders, including reviewing, approving, and tracking orders to ensure all office-related purchases are accounted for and within budget.
• Validate vendor invoices for accuracy, process payments, and maintain accurate financial records to ensure timely payment.
• Monitor and maintain office supply inventory, coordinating the ordering and restocking of supplies as needed.
• Supervise and coordinate with maintenance and service vendors (e.g., air conditioning, pest control) for regular office upkeep and emergency repairs, including the possibility of after-hours work.
• Develop and implement office policies and procedures to enhance operational efficiency and safety standards.

Client Administrator and Financial Coordination:

• Manage a monthly file of toner orders (Proof of Delivery - PODs) before billing approval.
• Manually extract PODs from designated portals or reports and manage missing PODs by coordinating with the Laser Logistics Team for resolution.
• Resize and edit large POD files for distribution to Client's divisions, often requiring multiple communications per division.
• Assign manual purchase orders for toner invoices related to clients.
• Prepare and submit detailed financial statements for each of the client's divisions, adhering to customer system formats to facilitate payment processing.
• Collaborate with various members of Client's finance department to ensure proper handling and reconciliation of invoices, PODs, and statements.
• Submit statements to customer divisional finance teams at month-end, ensuring compliance with deadlines for payment processing.
• Conduct monthly manual invoicing for Laser Logistic Team regarding any lost or missing toner tickets (related to the client's account) for billing corrections related to Third-Party invoicing.

Qualifications and Skills:

• Experience in office management, administrative coordination, or a related role, preferably in logistics, finance, or retail environments.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills for interaction with internal teams and external vendors.
• Experience with purchase order management, invoice validation, and payment processing.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with financial management software.
• Knowledge of health and safety regulations and best practices.
• Strong problem-solving abilities and a proactive, detail-oriented approach to work.
• Ability to work independently and manage confidential information with discretion.
• Willingness to work after hours when necessary for maintenance or emergency situations.
• English Advanced Working proficiency level

How to Apply ?

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