General Administrator at Talented Recruitment Specialists

• A leading medical device supplier based in Cornubia is looking for a highly organised and proactive General Administrator to keep operations running smoothly.
• Candidates with experience in RFQs, tenders, invoicing, quotations and general administration will be highly advantageous.
• If you thrive in a fast-paced environment, have excellent attention to detail and can manage multiple priorities with ease, we want to hear from you!

Key Responsibilities:
General Administration:

• Provide day-to-day administrative support to Management and designated departments.
• Capture, update and verify information accurately on company systems, registers, trackers and spreadsheets.
• Maintain orderly electronic and manual filing systems and retrieve documents promptly when required.
• Manage incoming and outgoing correspondence, telephone calls and general enquiries professionally.
• Monitor administrative requests and ensure matters are directed to the appropriate person.
• Photocopy, scan, print, collate and archive documentation as required.
• Maintain stationery and office-supply records and coordinate replenishment within approved processes.

Records, Reporting and Document Control:

• Maintain accurate administrative records, departmental registers and supporting documentation.
• Compile routine daily, weekly and monthly reports and follow up on outstanding information.
• Track deadlines, action items, document expiry dates and outstanding submissions.
• Apply document naming, filing, confidentiality, retention and version-control requirements.
• Check documents for completeness, accuracy, authorisation and supporting information before submission.
• Assist with information and document preparation for internal reviews, audits and compliance requirements.

Internal Coordination and Office Support:

• Liaise with Finance, HR, Sales, Customer Support, Procurement, Operations, Technical, Regulatory and Warehouse teams on administrative matters.
• Follow up with responsible employees on outstanding documents, approvals and action items.
• Provide reception or switchboard support when required and receive visitors in a professional manner.
• Support onboarding administration and preparation of workplace resources when assigned.

Customer, Supplier and Transactional Support:

• Respond to routine customer and supplier enquiries or refer them to the relevant department without delay.
• Assist with quotations, purchase orders, delivery documentation, invoices and related records when requested.
• Maintain customer and supplier information accurately and confidentially.
• Follow up on outstanding documents and provide status updates to the relevant stakeholders.
• Maintain professional service standards in all written, telephonic and face-to-face communication.

Compliance and Confidentiality:

• Comply with the company policies, procedures, approval limits and reporting lines.
• Protect personal, employee, customer, supplier, pricing and other confidential business information.
• Ensure records are complete, traceable and available for authorised audit or management review.
• Report data discrepancies, missing documents, risks or process delays promptly to the relevant Manager.
• Support a safe, professional and well-organised office environment.
• Perform other reasonable administrative duties aligned with the position and operational requirements.

Requirements:

• Grade 12 (Matric).
• A certificate, diploma or qualification in Office Administration, Business Administration or a related field will be advantageous.
• Minimum 2-3 years' experience in a general administration, office support or similar role.
• Experience within the medical, pharmaceutical, healthcare, distribution or regulated environment will be advantageous.
• Strong computer literacy, including Microsoft Word, Excel, Outlook and PowerPoint.
• Experience using Zoho or another ERP, CRM, HR or business management system will be advantageous.
• Good written and verbal communication skills in English.
• Accurate data-capture, filing and document-management ability.
• A valid driver's licence will be advantageous.

Skills and Competencies:

• Excellent organisation, planning and time-management skills.
• High attention to detail and commitment to accuracy.
• Ability to prioritise competing tasks and meet deadlines.
• Professional telephone, email and interpersonal etiquette.
• Customer-service orientation and a helpful, solutions-focused approach.
• Ability to work independently and collaboratively across departments.
• Sound judgement, discretion and a high level of confidentiality.
• Reliable, accountable, adaptable and proactive work ethic.
• Problem-solving ability and willingness to learn new processes and systems.