Office Administrator

SUMMARY:
Our client in Athlone is seeking an experienced Office Administrator to join their team. The ideal candidate will have 3–5 years of experience in a similar role, with proficiency in MS Office and experience using Pastel Partner (non-negotiable). Strong telephonic and email etiquette, excellent communication skills, and the ability to work under pressure with a positive attitude are essential. The role requires exceptional organizational and time management skills, along with prior experience in a manufacturing environment.

POSITION INFO:
A recent professional profile photo is to accompany your application
EMPLOYMENT TYPE    :           Permanent
SECTOR                          :           Administration
BASIC SALARY              :           Market related
START DATE                  :           A.S.A.P / Immediate

REQUIREMENTS:

• 3–5 years of experience in a similar role
• Proficient in Microsoft Office
• Experience with Pastel Partner (non-negotiable)
• Strong telephonic and email etiquette with excellent communication skills
• Ability to work under pressure while maintaining a positive attitude
• Exceptional organizational and time management skills
• Experience working in a manufacturing environment

• Manage all incoming calls professionally and in a timely manner.

• Monitor and manage all electronic supplier enquiries related to orders, ordering, and invoicing.
• Monitor and manage all telephonic supplier enquiries related to orders, ordering, and invoicing.
• Professionally assist and manage walk-in customers with any administrative requests and queries in the absence of the front desk employee.
• Follow up on all administrative requests, queries, and duties daily in the absence of the front desk employee.
• Check and respond to all emails related to administration requests and queries daily.

• Ensure documents are correctly stored in the manual filing system for professional and effective record-keeping in the absence of the front desk employee.
• Ensure supplier documents are correctly stored in the electronic filing system to maintain professional and effective record-keeping of company documents.
• Ensure the asset register is correctly stored in both the electronic and manual filing systems for professional and effective record-keeping.
• Ensure that Pastel, asset registers, and other record-keeping systems are continuously updated with relevant information, including supplier price increases, products, codes, etc.

• Capture and manage all COD and 30-day supplier payments on business online platforms.

• Monitor, capture, and manage all electronic supplier enquiries, queries, credit notes, outstanding invoices, and prices.
• Monitor and manage all telephonic supplier enquiries, queries, credit notes, outstanding invoices, and prices.

• Manage and monitor the ordering of raw materials from suppliers, including completing the material requisition.
• Generate purchase orders for raw materials.
• Follow up on raw materials ordered from suppliers.

• Manage and monitor the creditors’ age analysis on a weekly basis.
• Reconcile supplier statements to remittance advice on a monthly basis.

• Monitor and manage all electronic customer enquiries and queries related to technical aspects of the product (e.g., design).
• Monitor and manage all telephonic customer enquiries and queries related to technical aspects of the product (e.g., design).
• Professionally assist and manage all walk-in customers.

• Manage and capture completed monthly reports on Excel.
• Print and distribute monthly reports to staff.
• Manage and resolve ad hoc management requests and queries.
• Manage and monitor the ordering of stationery and other small requirements as indicated by staff on requisition.
• Manage and resolve ad hoc supplier administrative requests and queries (e.g., documents required or to be completed).

• Monday to Friday: 08:00 – 17:00