Administrator Production - Mooiplaas at PPC Africa

Job Advert Summary    

• The Production Administrator is responsible for managing the ordering process within a business from approved suppliers
• This role ensures that all invoicing activities comply with company policies and financial regulations while maintaining good relationships with clients and suppliers

Minimum Requirements    

• Grade 12 (Matric) – compulsory

Relevant tertiary qualification (non-negotiable) in one of the following:

• Administration / Procurement
• Finance / Accounting

Minimum 3–5 years’ proven experience in a similar role combining BOTH:

• Financial administration (invoicing, reconciliations, capturing), and
• Procurement / purchasing

Practical experience managing:

• Purchase orders
• Invoice processing and financial records
• Own Transport / Vehicle
• Valid driver’s licence
• Strong experience in invoicing, financial capturing, and procurement processes
• High attention to detail and accuracy
• Strong numerical and financial administration skills
• Ability to work independently and meet strict deadlines
• Excellent communication and supplier negotiation skills
• Proficient in MS Office (especially Excel)
• Strong organisational and multitasking ability
• Work overtime when required to meet operational demands
• High level of accuracy and attention to detail is essential
• Ability to handle pressure, multiple deadlines, and high transaction volumes
• Strong accountability — must take full ownership of tasks and follow through to completion

Duties and Responsibilities    
Invoicing & Financial Administration

• Prepare, verify, and issue accurate daily customer invoices in line with operational data and pricing agreements
• Ensure all invoicing is completed within required timelines and aligns with company financial procedures
• Capture and reconcile daily financial transactions, including utilities, fuel (diesel), rentals, and other operational costs
• Investigate and resolve any invoice discrepancies, queries, or variances
• Support Accounts Payable/Receivable functions by ensuring all documentation is complete and audit-ready

Month-End & Reporting

• Perform month-end reconciliations, ensuring all transactions are captured and balanced
• Prepare and submit monthly financial and procurement reports within deadlines
• Assist with variance analysis and provide explanations for cost fluctuations
• Maintain accurate records to support internal and external audits

Purchase Order & Order Management

• Generate and process purchase orders (POs) / Purchase requisitions accurately and in a timely manner
• Ensure all purchase orders are aligned with approved budgets and operational requirements
• Issue bulk order numbers to raw material suppliers and track order fulfilment
• Monitor order progress from placement through to delivery and resolve delays, shortages, or discrepancies
• Confirm deliveries and ensure all goods/services received match purchase orders

Compliance & Record Keeping

• Ensure all procurement and financial activities comply with company policies, delegation of authority, and industry regulations
• Maintain a well-organised system for purchase records, supplier contracts, and documentation
• Ensure all supporting documents are accurate, complete, and easily accessible

Internal Coordination & Support

• Liaise with internal departments (Operations, Finance, Stores, etc.) to ensure smooth workflow and communication
• Provide regular updates on order status, delivery timelines, and any issues
• Support operational teams by ensuring materials and services are procured on time
• Assist other Production Administrators as required to maintain continuity

Systems & Data Management

• Capture and maintain accurate data in relevant systems (ERP / accounting / procurement systems)
• Ensure data integrity and completeness for all transactions
• Use Excel or similar tools to generate reports, track costs, and analyse trends

Deadline:30th May,2026