Office Manager & Orders Administrator at TIME PERSONNEL

REQUIREMENTS

• Matric, post matric qualifications advantageous
• Previous experience working with purchase orders, invoicing, credit notes etc.
• Strong communication and interpersonal skills.
• Computer literate.
• Ability to multitask, initiate improvements with day to day support tasks and all administration.

DUTIES:

• Handling incoming calls professionally
• Scheduling for site deliveries & calendar management  
• Maintaining and organizing digital and document filing
• Creating and editing documents such as letters, reports, presentations and assisting with pricing for tenders. 
• Updating and maintaining databases
• Monitoring inventory, ordering supplies, and ensuring adequate stock levels. 
• Assist with the planning and execution of office events, meetings, and training sessions. 
• Assisting with expense tracking & invoice processing
• Communicating effectively with Head Office and ensuring all deadline requirements are met
• Assisting with HR administration, maintaining personnel records.
• Manage vehicle service records and bookings
• Assisting in the development and enforcement of office policies.
• Obtain quotations from suppliers, getting approvals and processing of orders for materials required for construction sites.
• Follow up with suppliers regarding order confirmations, stock availability and expected delivery dates.
• Monitor outstanding orders and communicate any delays or shortages to management and the relevant site personnel.
• Ensure that all orders are properly documented and that the necessary supporting paperwork is obtained and filed.
• Maintain/update the materials-to-site delivery schedule.
• Coordinate deliveries with suppliers, transporters and site personnel and ensure deliveries are correct and on time.
• Assist with urgent material requirements and changes to delivery schedules.
• Communicate delivery arrangements and any potential delays to the relevant parties.
• Available to to assist with daily requests from management.
• Escalate urgent matters, problems or issues requiring management approval.
• Communicate with suppliers and relevant staff to ensure that site requirements are attended to efficiently.