Administrative Controller at Clover S.A. Proprietary Limited

Job Advert Summary    

• The purpose of this position is to ensure effective administrative controls within the assigned area of responsibility by maintaining accurate records, supporting sales operations, and ensuring compliance with internal processes and controls.                                                                                                                                                     

Requirements    

• Grade 12 / Equivalent NQF Level 4
• Business English: Fluent
• Computer literacy (Intermediate to Advanced)
• Proven experience in administrative, financial, and operational support roles
• Relevant experience in applying job-related concepts, techniques, and processes at the required level
• Ability to work with multiple stakeholders and manage competing priorities

Competencies    

• Proactive and action orientated
• Strong deadline management and attention to detail
• Acts with honesty and consistency
• Maintains high standards and accuracy
• Strong administrative and organizational capabilities
• Ability to plan, prioritize, and organize effectively
• Team player who collaborates to achieve common objectives
• Strong interpersonal effectiveness
• Commitment and motivation
• Communicates effectively at all levels
• Ability to manage confidential information professionally
• Problem-solving and decision-making skills

Duties and Responsibilities    
Perform administrative tasks within the department  

• Responsible for all administrative controls within the department
• Ensure filing, storage, accuracy, and security of documents and records
• Manage and track deadlines to ensure no missed submissions or deliverables
• Respond to customer, internal, and administrative queries timeously
• Deal with general administrative queries from sales, operations, and management
• Coordinate the repair and maintenance of computer, office, and branch equipment
• Act as a liaison with vendors, building management, and external service providers
• Act as the link between Head Office and operations, ensuring communication and deadlines are effectively managed
• Liaise with all internal departments at 5 branches and Head Office on behalf of the team
• Prepare meeting agendas, sales documentation, and ensure all required documents are readily available
• Book and manage conference rooms at the Queensburgh branch
• Maintain updated sales leave planners

Administer and monitor expenses

• Ensure all data and transactions are accurately recorded.
• Issue, code, track, and manage all purchase orders (POs) for payment
• Manage all outgoing POs and follow up on invoice submissions
• Request invoices from suppliers and ensure accurate processing
• Reconcile accounts payable and administer supplier accounts
• Prepare and administer payments in line with company procedures
• Assist with the annual audit process
• Maintain accurate financial files and records
• Manage office costs against the approved budget
• Ensure fair and accurate allocation of office-related costs and resources across sales personnel

Stock, assets, and POS administration

• Reconcile office stock and place orders as required
• Manage stock held as well as the guest list at the Clover Suite
• Assist with receiving POS material, stock, and other items at the branch
• Allocate POS, stock, and items appropriately and arrange delivery where required
• Assist with distribution split of soft point-of-sale and allocation per sales representative
• Submit monthly brag albums on soft POS to the Regional Manager
• Ensure return bags, seals, return books, and other sales tools are readily available
• Manage assets and inventory, including tracking and control
• Collate feedback and update manual trackers

Assist with general departmental and operational needs

• Support the sales team by collating information in line with required deadlines
• Assist with ad-hoc requests from management and the sales team
• Prepare presentations and reports as required
• Arrange and book functions, venues, meetings, and team events
• Make flight, travel, and accommodation arrangements for the team
• Book travel for the team in line with company policies
• Assist with distribution coordination and operational support
• Ensure operational adherence to policies and regulations through timeous reporting of non-adherence and compliance issues within reasonable control

Deadline:29th January,2026