Role Overview

The Administrative Assistant will provide general administrative and operational support to the Commercial and Purchasing functions of company Solutions.
The role requires the individual to perform a wide range of office administration duties and provide support to management as required to ensure the efficient functioning of the business.
The incumbent will be expected to undertake all administrative responsibilities assigned by management and to support the day to day commercial, purchasing and operational activities of the organisation.

 
Key Responsibilities
General Administration 

Perform general office administration duties for company Solutions as required by management. 
Provide administrative support to the commercial and purchasing functions. 
Perform any additional administrative duties as may reasonably be required by management from time to time. 
Maintain organised filing and proper saving of all internal supporting documentation.

 
Sales and Order Administration 

Support the sales process including order placement, order acknowledgement, invoicing, GRN processing and dispatch documentation. 
Ensure all relevant documentation is correctly captured and stored within internal systems. 
Update and maintain the enquiry and sales register. 
Ensure accurate capturing of information on the purchasing system.

Customer and Order Management 

Expedite customer orders and provide timeous feedback to customers. 
Ensure, to the best of ability, that promised delivery dates are monitored and communicated. 
Respond to customer enquiries in a professional and timely manner.

Purchasing and Supplier Administration 

Process customer related purchasing orders on a daily basis. 
Verify supplier invoices and investigate any price discrepancies where necessary. 
Arrange transport and logistics for the delivery of goods to customers.

Office Support 

Order and maintain office stationery and general supplies required for the organisation.

Quotations 

Prepare and submit quotations for spares and machine repairs in response to customer enquiries.