General Administrator I at Macsteel

Job Advert Summary    

• Macsteel Fluid Control Gauteng is looking for a detail-orientated General Administrator to join the Mac City team, providing effective administrative and office support across the office, operations, and walk-in visitors. The successful candidate will manage front-of-house reception and switchboard duties, maintain accurate administrative and document control records, and handle a range of financial administration. The role also involves liaising with production, planning, and dispatch teams to ensure customer orders and delivery timelines are met, resolving customer and payables queries, and supporting community projects and sponsorship initiatives.

Minimum Requirements    

• National Senior Certificate.
• SAP, Ariba and K2 programs experience
• NQF Level 6 Diploma / Advanced Certificate in Office/Sales Administration - Recommended
• Minimum 3 years’ experience in an Administration role.
• Strong understanding of Fluid products (valves, pipe, fittings, flanges) and Structural steel essential.
• Computer literate with the ability to complete reports and maintain documentation.

Duties and Responsibilities    
Office Management:

• Deliver professional, responsive and customer-focused reception and switchboard services that create a positive first impression and support effective communication.
• Manage administrative records in line with document control and retention requirements.
• Ensure information is accurately captured, retrievable and available to support operational departments.
• Ordering of office items, such as PPE, groceries and stationery.
• Creating orders for inspections and stock transfers.
• Maintains Goods Receipt Notes (GRNs) to provide an accurate record of items received and to facilitate inventory control and supplier invoice processing.
• Receive supplier invoices from the Purchasing Department.
• Submit invoices to the Supervisor for review, stamping and approval.
• Ensure all creditors are approved and sent to payables for payment.
• Maintain accurate records of invoices, GRNs, and payment documentation.
• Reconcile and control petty cash.
• Maintain and process sundry orders for stationery, groceries and office equipment.
• Process Service Entry Sheets for plant and maintenance orders.
• Administer cash customer refunds.
• Process external transport invoices for payment.
• Receipt branch monthly services and rental invoices.
• Scan payables documents and ensure all approved invoices are submitted for payment.
• Resolve queries on outstanding payables documents.
• Issue branch stationery and groceries.
• Administer daily banking.
• Relieve the cashier when required.
• Accurate administration, recordkeeping and reporting that supports the team's operational plans.
• Assisting with Community projects and sponsorship requests, such as golf days and local initiatives.
• Assist the teams with all admin related functions.

Customer & Stakeholder Management

• Build and maintain strong relationships with customers.
• Resolve customer queries, complaints, and service-related issues professionally and efficiently.
• Ensure high levels of customer satisfaction and retention.

Operational & Commercial Coordination

• Liaise with production, planning, and dispatch teams to ensure customer requirements are met.
• Ensure accurate order specifications and delivery timelines.
• Follow up on outstanding orders and customer commitments.
• Resolve operational issues impacting customer service delivery.

Financial Performance

• Comply with work rules, standards and methods.
• Take care to minimise waste. Identify and provide feedback on cost-saving initiatives within area of control.

Compliance, Safety & Quality

• Ensure compliance with company policies, procedures, and SHEQ requirements.
• Adhere to safe working practices and report risks or non-conformances.
• Maintain high standards of professionalism, ethics, and accountability.