Office Administrator at ALPLA Group

What you will enjoy doing

General office administration work:

• Welcome customers, suppliers, and visitors in a friendly and professional manner.
• Handle general enquiries and direct them to the appropriate teams or individuals
• Manage bookings for conference rooms, boardrooms, and shared office spaces.
• Assist with office organisation, filing systems, and maintaining a tidy environment.
• Arrange travel, transport, and accommodation for employees, visitors, and management.
• Order refreshments, catering, and supplies for meetings and visiting guests when required.
• Coordinate bookings for work functions, team events, workshops, and seminars.
• Provide administrative support to senior leadership, including document preparation and meeting coordination.
• Assist with data capturing, filing, and general office administration
• Answer and manage incoming calls, emails, and reception duties in a professional and timely manner.

D365 Procurement related activities:

• Support with raising purchase orders in D365 when required
• Assist with procuring or ordering office supplies.
• Communicate with the warehouse on all monthly charges to ensure they are correctly receipted against relevant Purchase Orders (POs).
• Liaise with Maintenance, Warehouse, Quality, HSSE, and HR departments to resolve outstanding supplier queries, including missing receipts, credit notes, and invoice discrepancies.
• Monitor bale suppliers to ensure accurate invoicing, verify that invoices match POs, and confirm all receipting is complete.
• Follow up on customer queries and ensure they are resolved timeously
• Sales & Finance related activities

What makes you great

• Strong administrative and organisational skills
• High attention to detail and accuracy
• Professional telephone etiquette and client service orientation
• Excellent written and verbal communication skills
• Ability to manage confidential information in line with POPIA
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Ability to multitask and work under pressure in a fast-paced environment
• Reliable, punctual, and well-presented
• Basic understanding of finance administration (invoicing, expense handling).
• Matric (Grade 12)
• Certificate or Diploma in Office Administration / Business Administration – advantageous
• Driver's licence - advantageous
• Minimum of 3 years' experience in an administrative or Office Support role
• Professional communication and interpersonal Skills
• Strong Computer literacy essential especially with an ERP system in a Procurement, Sales or Finance role