Job Title: Administrative Support Officer
Job Purpose:
To deliver efficient administrative services that meet and exceed customer expectations by maintaining strong client relationships. This role also involves assisting the Admin Officer (Operational) with the delivery of laboratory and office materials as needed.
Key Responsibilities:
Administrative Functions:
- Prepare routine quotations for sample and instrument requests as directed by CTS management/supervisors. Ensure accuracy and clarity before issuing quotes to customers.
- Process daily invoices based on completed task/job reports for both internal and external cost recovery. Submit to CTS management for approval.
- Maintain weekly spreadsheets detailing registered jobs, invoicing against lab reports, and customer complaints.
- Manage procurement workflows for stationery and other supplies in line with Necsa’s financial procedures. Update and maintain the CTS asset register.
- Track purchases using a purchase list spreadsheet; initiate and file relevant purchase order workflows promptly.
- Liaise with customers regarding registration, queries, purchase orders, and payment details. Accurately record data on the required forms and spreadsheets.
- Assemble and store customer orders and related documentation in designated areas, including customer service records.
- Deliver lab and office materials between departments and external business partners when required (e.g., collecting contractual items).
- Assist in transporting customer instruments and retrieving completed job cards for invoicing.
- Collect procured items from the Receiving Depot, consumables/stationery from the Y-M store, and handle laundry delivery/collection at P2400 as directed.
- Register new customers on the CRM system and submit entries for review and approval before job initiation and payment processing.
- Package goods for dispatch, including archived office records; inspect, clean, and operate the delivery vehicle.
OHS, Quality, and Compliance:
- Complete all required statutory and competency training.
- Participate in Behavior-Based Safety (BBS) observations as assigned by the section head.
Human Capital Responsibilities:
- Complete annual performance contracts and evaluations on time.
- Maintain up-to-date professional certifications and SHEQ qualifications (e.g., Chemical Worker).
- Engage in the Recognition of Prior Learning (RPL) program.
- Complete necessary documentation for asset relocation or write-offs.
Job Requirements:
Key Knowledge & Skills:
- Customer Relationship Management
- Proficient in Microsoft Word, Excel, and CRM software
- Understanding of procurement processes and document control
- Familiarity with Quality Management Systems (SHEQ)
- Knowledge of ISO/IEC 17025 and SANAS accreditation standards
Competencies:
- Strong customer service and rule adherence
- Effective time and self-management
- Clear communication and attention to detail
- Team collaboration and safety awareness
- Continuous learning and adaptability
Qualifications & Experience:
- National Diploma in Administration or Accounting
- Minimum of 2 years’ experience in a laboratory administrative/support role
- Practical knowledge of Microsoft Excel
- A valid driver’s license is advantageous
Application Deadline: 12 May 2025
Contact: Ms. Lydia Lebona – Tel: 012 305 4150
Apply online: https://necsa.mcidirecthire.com/External/CurrentOpportunities
Employment Equity:
Necsa is committed to Employment Equity. Preference will be given to African Females, African Males, and individuals with disabilities, in support of equity targets.
Note:
If you do not receive feedback within 30 days of the closing date, please consider your application unsuccessful.
