Office Administrator

SUMMARY:
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POSITION INFO:

Our client based in Merrivale, Howick is seeking a highly organized and detail-oriented Office Administrator to join their team. This role is essential in ensuring smooth daily operations and maintaining accurate records. The ideal candidate will be proactive, communicative, and skilled in QuickBooks and Microsoft Excel.

Duties and responsibilities: 

Daily Job Cards

• To collect job cards from technicians and check all detail
• To capture / open job card on QuickBooks
• To fill in or adjust missing detail and pricing of non-itemised spares
• To capture job card number and description on spread sheet
• To hand over job cards to manager for sign off
• To hand completed job card to admin for invoicing

Weekly Job Cards

• To check all job cards are handed in and tie up to weekly time sheets
• To collect and follow up and collect and capture all sub contractors job cards and invoices
• To hand over to manager for sign off
• To hand completed sub contractors’ invoice and job card to admin for invoicing

Daily Time Sheets

• To collect time sheets from Technicians
• To check information on time sheets is correct
• To check on Tracker that overtime corresponds with claim
• To capture time sheet information onto spread sheet
• To check all time sheet information, tie up to job card information on spread sheet

Creditors

• To collect creditors bills daily form technicians and sub contractors and tie up to order numbers
• To collect creditors bills daily from suppliers and tie up to order numbers
• To update stock item pricing on QuickBooks
• To hand supplier bills complete with order numbers and hand over to manager for sign off
• To hand over complete creditor bill to admin for capturing
• To reconcile month end creditor statements and collect any outstanding bills
• To manage freighting of goods and documentation

Vehicles

• To update mileages on vehicle board weekly
• To organise planned maintenance and repairs
• To update monthly vehicle information spread sheet
• To manage and update vehicle licences
• To manage vehicle insurance claims
• To carry out daily checks on car track

General

• Arrange accommodation for technicians when required
• Assist with admin functions where required
• Request order numbers from customers where required
• Assist with incoming calls and taking messages
• To communicate with technicians constantly

Interested candidates are encouraged to apply for the role directly online.

Kindly note, our consultants receive more than 300 applications daily, it is not physically possible for us to regret everyone. If you do not hear back from a consultant within 5 - 10 working days, please consider your application unsuccessful this time around. We appreciate your understanding in this regard.