Candidate Requirements

Responsibilities:

OFFICE ADMINISTRATION

• Coordinate and oversee daily office administrative activities to ensure efficient office operations
• Manage office supplies, stationery, consumables and general administrative procurement
• Assist with facilities and office coordination activities as required
• Maintain organised electronic and hard‑copy filing systems
• Support departmental administrative processes and workflow coordination
• Assist with preparation and implementation of office procedures and administrative controls
• Ensure timely and accurate completion of administrative and executive support activities
• Maintain accuracy and quality of reports and analysis
• Coordinate and complete projects effectively
• Manage meetings and follow‑up actions efficiently
• Maintain administrative efficiency and document control
• Ensure high responsiveness and professional communication quality

EXECUTIVE & ADMINISTRATIVE SUPPORT

• Provide day‑to‑day executive support to both General Managers
• Manage calendars, appointments, meetings and travel arrangements
• Coordinate internal and external meetings including agendas, presentations and minutes
• Prepare professional correspondence, reports, presentations and business documentation
• Screen and prioritise communications, enquiries and requests
• Maintain confidential records, files and documentation
• Assist with preparation and distribution of management reports and operational updates
• Track action items and follow up on outstanding tasks and deadlines
• Ensure accuracy and quality of reports and analysis
• Support effective project coordination and completion
• Maintain administrative efficiency and document control
• Ensure responsiveness and communication quality

ANALYTICAL & REPORTING RESPONSIBILITIES

• Compile, analyse and present operational, sales and business performance data
• Assist with KPI tracking, dashboards and management reporting
• Support preparation of monthly, quarterly and annual reports
• Maintain up‑to‑date management information to support decision‑making
• Analyse trends, variances and business metrics to support strategic decisions
• Conduct research and gather information for strategic, operational and commercial initiatives
• Prepare summaries, data analysis and recommendations for management review
• Assist with budgeting, forecasting and performance tracking activities

PROJECT COORDINATION & BUSINESS SUPPORT

• Support and coordinate operational, sales and strategic projects
• Track project timelines, deliverables, risks and progress updates
• Liaise with internal departments and external stakeholders to ensure project alignment
• Assist with process improvement initiatives and implementation activities
• Coordinate meetings, workshops and project documentation
• Support special projects and business initiatives as delegated by management
• Assist with implementation and monitoring of systems, procedures and administrative controls
• Ensure effective project coordination and follow‑up

MARKETING & SALES SUPPORT

• Assist with sales reporting, customer information management and commercial administration
• Support Marketing with materials, presentations and customer documentation
• Support tender submissions, quotations and sales administration activities
• Assist with customer communication and follow‑up activities
• Support exhibition, conference and promotional event coordination
• Maintain administrative efficiency and document control
• Ensure responsiveness and communication quality
• Provide support to marketing and sales functions

OPERATIONAL SUPPORT (INCLUDING HR)

• Assist with operational planning, coordination and follow‑up activities
• Support interdepartmental communication and workflow coordination
• Help monitor operational performance metrics and improvement initiatives
• Assist with policy, procedure and document control administration
• Provide general business support across operational and commercial functions
• Maintain confidentiality of records at all times
• Ensure administrative efficiency and document control
• Support operational and HR functions

RECEPTION & COMMUNICATION

• Coordinate incoming communications, correspondence and enquiries professionally
• Assist with reception and visitor coordination activities
• Manage meeting room bookings and visitor arrangements
• Coordinate internal communication distribution and administrative notices
• Liaise with customers, suppliers and service providers on administrative matters
• Ensure professional communication standards across all interactions
• Manage stationery requirements of the office
• Ensure no meeting room clashes
• Ensure all visitors and callers receive professional service

REPORTING & GENERAL BUSINESS SUPPORT

• Assist with preparation, consolidation and distribution of operational and management reports
• Support data capturing, reporting administration and information management
• Assist departments with administrative and coordination support
• Provide general business support across operational, sales, marketing and administrative functions
• Ensure reports are sent out on time
• Promote teamwork across the organisation
• Meet deadlines for all activities
• Support continuous improvement initiatives
• Assist management with ad hoc projects, reporting requirements and business initiatives

GENERAL ADMINISTRATION DUTIES

• Attend meetings, provide input and capture minutes
• Liaise with senior management and assist in developing strategic operational plans
• Implement and manage operational plans
• Participate in tender and contract preparation
• Follow up on action plans
• Improve processes and policies to support organisational goals
• Formulate and implement departmental and organisational procedures
• Monitor adherence to rules, regulations and procedures
• Distribute minutes within two working days
• Coordinate action plans ahead of next meeting
• File all reports and records
• Identify and archive records annually after the financial audit
• Maintain efficiency and quality at all times

DOCUMENT CONTROL & RECORDS ADMINISTRATION

• Maintain and control company documents, records and administrative files
• Ensure documents are accurately filed, updated and accessible
• Assist with control and distribution of policies, procedures, forms and templates
• Support document revision tracking and version control
• Maintain confidentiality and security of sensitive information
• Ensure no POPI breaches
• Archive records annually after the financial audit

CUSTOMER SERVICES SUPPORT

• Provide backup assistance to Customer Services during high demand or staff shortages
• Capture and process customer orders
• Prepare weekly backorder reports and review backorders for release
• Record and review Bill & Send register
• Prepare customer quotes and pro‑formas and follow up on quotations
• Prepare credit requests
• Ensure all deadlines are met

ENVIRONMENTAL, HEALTH & SAFETY

• Serve as a member of the Health & Safety Committee
• Maintain organisational health and safety principles
• Ensure all visitors sign in and receive Health & Safety induction
• Report all Health & Safety incidents timeously
• Maintain a record of all staff on the premises
• Ensure a safe and secure working environment
• Maintain zero Health & Safety incidents

QUALITY

• Support the business in maintaining product quality and safety
• Ensure supplier quality paperwork is up to date
• Support preparation of B‑BBEE, ISO13485, POPIA/PAIA, SAHPRA, NRCS and other regulatory submissions
• Follow up on complaints and NCA reporting
• Document complaints, NCAs and ARs
• Ensure zero audit findings
• Ensure regulatory submissions are completed on time

TRAINING

• Conduct skills assessments
• Prepare training and skills plans
• Record all training
• Ensure staff remain skilled, efficient and knowledgeable
• Maintain up‑to‑date training information
• Ensure effective communication