Introduction
Our Mining Client based in Centurion is looking to hire a dedicated and professional Administration Clerk to join their team.
The primary objective of this role is to provide administrative and clerical support to ensure the smooth and efficient operation of the office and financial departments. The position combines general administrative tasks with basic financial responsibilities.
Key Responsibilities
Administrative Support
- Manage and organize physical and electronic documents, files, and records.
- Process and review employee timesheets.
- Handle general administrative matters related to staff.
- Manage incoming and outgoing correspondence, including emails and phone communications.
- Schedule meetings, appointments, and conferences.
- Maintain office supplies and inventory; reorder as necessary.
- Oversee warehousing and stock control functions.
- Monitor and evaluate administrative process efficiencies.
Data Entry and Record-Keeping
- Enter data accurately into spreadsheets and electronic databases.
- Maintain up-to-date records for personnel, equipment, and inventory.
- Ensure the integrity and confidentiality of all data.
Financial Administration
- Assist with basic financial operations such as processing invoices, tracking expenses, and preparing billing documents.
- Create financial documents including purchase orders, invoices, and receipts.
- Support budgeting and forecasting activities under the supervision of your Line Manager.
- Reconcile petty cash and company credit card expenses.
- Manage procurement-related administrative tasks.
- Reconcile raw material receipts and transporter documentation.
- Contribute to product costing and assist in preparing budgets.
- Provide backup support for sales and debtor functions.
Document Preparation and Reporting
- Draft and format documents, reports (e.g. monthly sales and raw material reports), and presentations.
- Compile and present routine reports for management review.
Communication and Coordination
- Coordinate with internal departments and external stakeholders.
- Maintain effective communication with suppliers, vendors, and service providers.
- Organize travel, events, and meeting logistics.
- Ensure a high standard of customer service.
Compliance and Documentation
- Ensure adherence to company policies, procedures, and industry regulations.
- Maintain organized and legally compliant documentation.
- Assist with audits and inspections by providing relevant records and data.
General Support
- Offer administrative assistance to various teams, including help with document preparation, meeting setup, and project coordination.
- Handle sensitive and confidential information in line with company protocols.
- Ensure all administrative and financial activities comply with internal policies and industry standards.
Required Qualifications and Experience
Qualifications:
- Matric (Grade 12) certificate is essential.
- A diploma or degree in Business Administration, Finance, Accounting, or a related field is preferred.
Experience:
- 3–5 years of experience in a similar administrative role.
- Familiarity with basic accounting and financial procedures (e.g., invoicing, accounts payable/receivable, financial reporting).
- Experience working with ERP systems such as SAP, SAGE, PASTEL, QuickBooks, or Acumatica.
Additional:
- Valid driver’s license and access to reliable transport.
Key Competencies
Behavioural and Interpersonal:
- High attention to detail and accuracy.
- Strong organizational and time management skills.
- Effective communicator with good interpersonal skills.
- Ability to multitask and work under pressure.
- Trustworthy, honest, and maintains confidentiality.
- Proactive, reliable, and able to build positive relationships.
Cognitive Abilities:
- Capable of resolving complex problems.
- Strong analytical and decision-making skills.
- Ability to identify data patterns and derive logical solutions.
Business Acumen:
- Contributes to system improvements and procedural enhancements.
- Understands business processes and can assess operational needs.
Self-Management:
- Maintains professionalism under pressure.
- Emotionally resilient and adaptable to change.
- Handles conflict diplomatically and constructively.
