Jobs at Helderberg Personnel

Requirements:

• Relevant certificate or diploma in Administration, Procurement, Finance, or Accounting will be advantageous.
• 2–3 years' experience in a procurement, finance, or commercial support role.
• Experience in a construction or project-based environment will be advantageous.
• Understanding of procurement processes and cost administration.
• Willing and able to work on active construction sites.
• Excellent administrative ability.
• Strong computer literacy (MS Word and MS Excel)
• Comfortable working with ERP or procurement systems.
• High level of numerical accuracy.
• Strong document management skills.
• Preference will be given to candidates residing in Paarl or surrounding areas.
• Own reliable transport (Essential)

 Duties will include, but are not limited to:

Daily Responsibilities

• Process purchase requisitions.
• Capture Purchase Orders.
• Process supplier invoices.
• File procurement documentation.
• Follow up outstanding orders.
• Verify delivery notes.
• Assist with supplier queries.
• Update LiveCost accurately.
• Report procurement discrepancies.
• Support site teams with procurement administration.

Procurement Administration

• Prepare and capture purchase requisitions and Purchase Orders in the LiveCost system.
• Ensure all procurement follows approved company procedures.
• Maintain accurate procurement records and supporting documentation.
• Follow up on outstanding purchase orders and supplier deliveries.
• Verify delivery notes against purchase orders before filing.
• Ensure all procurement documentation is complete, signed where required, and correctly filed.

Cost Capturing & Cost Control

• Capture supplier invoices accurately in LiveCost.
• Allocate costs to the correct project, supplier, and cost code.
• Maintain accurate project cost records.
• Assist with monitoring committed costs versus actual expenditure.
• Identify discrepancies, missing documentation, duplicate invoices, pricing errors, or incorrect allocations.
• Escalate procurement or cost anomalies to the Project Manager or Commercial Team promptly.

Supplier Administration

• Liaise with suppliers regarding quotations, purchase orders, deliveries, invoices, and supporting documentation.
• Resolve basic invoice or delivery queries.
• Assist with maintaining supplier records where required.
• Build professional relationships with suppliers while ensuring company procurement policies are consistently applied.

Site Support

• Work closely with Construction Managers, Foremen, and Quantity Surveyors to ensure procurement requirements are processed efficiently.
• Collect and file delivery notes, invoices, and supporting documentation from site.
• Support the commercial team with procurement reports and cost information.
• Ensure procurement information is always current and available.

Systems & Reporting

• Capture procurement transactions in LiveCost.
• Maintain accurate electronic and hard-copy filing systems.
• Assist with weekly and monthly procurement reporting.
• Ensure procurement information is complete and audit-ready at all times.

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Key Responsibilities Include but Are Not Limited To

Guest Experience & Hospitality

• Managing the day-to-day operations of the tasting room to ensure outstanding guest satisfaction
• Delivering engaging and personalised wine experiences through expert product knowledge and professional service
• Handling VIP guests, group bookings, and customer feedback with discretion and attention to detail
• Maintaining exceptional presentation, service standards, and brand consistency throughout the tasting room

Team Leadership

• Recruiting, training, mentoring, and motivating tasting room staff
• Creating a positive, service-driven culture focused on excellence and accountability
• Monitoring team performance and supporting ongoing development initiatives

Wine Club Management

• Managing the administration, performance, and growth of the wine club programme
• Implementing strategies to increase membership acquisition, retention, engagement, and sales
• Ensuring members receive a personalised and premium customer experience

Sales & Business Performance

• Driving direct wine sales and identifying opportunities to increase revenue
• Collaborating with marketing, sales, and events teams on campaigns, promotions, and special events
• Analysing sales performance, visitor trends, and operational data to support informed business decisions

Systems, Stock & Operational Control

• Maintaining the effective use and accuracy of Commerce7 and related sales systems
• Overseeing stock control, inventory management, and merchandising standards
• Ensuring compliance with health, safety, and operational procedures

Candidate Requirements

• Minimum 5 years' management experience within the wine, hospitality, tourism, or luxury guest experience sector
• Proven experience working with Commerce7 and direct-to-consumer sales platforms
• Relevant wine qualification essential (minimum WSET Level 2 or equivalent)
• Strong leadership ability with experience managing and developing teams
• Sound commercial acumen with the ability to analyse sales and operational performance
• Excellent communication, organisational, and relationship-building skills
• Professional, polished, and confident when engaging with high-end clientele
• Passion for wine, hospitality, and delivering exceptional customer experiences
• Highly organised, detail-oriented, and solutions-driven
• Willingness to work weekends, public holidays, and special events as required

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KEY RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO

General Maintenance

• Conduct routine technical inspections and complete maintenance checklists accurately
• Perform safety and functionality checks on equipment, tools, vehicles, buildings, and infrastructure
• Carry out repairs, servicing, and adjustments to ensure operational efficiency
• Assist with plumbing, painting, electrical work (under supervision), carpentry, paving, tiling, cement work, landscaping, welding, and mechanical repairs
• Maintain accurate records of tool usage, consumables, and spare parts
• Assist with stock control and report shortages of tools and materials
• Ensure all tools and equipment are properly maintained and safely used
• Maintain a clean, organised, and safe workshop environment
• Adhere to all health and safety regulations, including PPE compliance
• Support and promote safe working practices as part of a safety-conscious culture

Refrigeration Maintenance

• Inspect, service, and maintain refrigeration and cooling systems across the estate
• Diagnose faults and carry out repairs on refrigeration units and related systems
• Conduct performance testing to ensure compliance with temperature and efficiency standards
• Monitor refrigerant levels and carry out safe refilling or replacement where required
• Maintain accurate service, inspection, and repair records for all refrigeration systems

CRITERIA & CANDIDATE ATTRIBUTES

• Previous experience in a maintenance role with refrigeration exposure essential
• Strong technical aptitude across refrigeration, plumbing, electrical, carpentry, welding, mechanical, and general building maintenance
• Ability to troubleshoot and resolve maintenance issues efficiently
• Good communication and interpersonal skills
• Strong attention to detail and methodical working style
• Ability to work independently and as part of a team
• Professional, respectful approach when dealing with colleagues and guests
• Ability to work under pressure and meet deadlines
• Willingness to work weekends, public holidays, and after-hours call-outs when required
• Valid driver’s licence advantageous

The successful candidate will be:

• Energetic and service-driven
• Proactive and able to take initiative
• Proud of delivering high-quality workmanship
• Reliable, trustworthy, and safety-conscious
• Consistently professional in appearance and conduct

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QUALIFICATION & EXPERIENCE:

• A relevant tertiary degree / diploma in agriculture and/or horticulture advantageous.
• 5 – 10 Years’ relevant farm production experience.

SKILLS & COMPETENCIES

• Horticultural practices and a technical understanding of fruit production functions.
• Strong computer literacy: MS Office (Excel, Word, PowerPoint).
• Good agricultural practices and crop production.
• Good financial management.
• Basic human resources legislation, especially those relevant to everyday operations (e.g. Absenteeism, leave, health and safety, working hours).

Responsibilities:
Business management organisation, coordination and control:

• Contribute to the development of the farming strategic objectives.
• Translate these objectives into operational plans with specific targets.
• Monitor and control operational plans to ensure effective  implementation.
• Ensure long- and short-term operations objectives are formulated within the framework of the business strategy and objectives.
• Formulate a comprehensive resource plan.
• Control the acquisition, deployment and allocation of key resources in line with coordinated farming activities.
• Ensure efficient and effective planning of the deployment of people, materials, equipment and expertise.
• Ensure day-to-day farming activities are well coordinated and monitored to ensure operating best practices are adhered to.

Production Management:

• Effectively and efficiently manage the production of the farm as per plan and forecasts.
• Ensure the maintenance of the farm as per procedures.
• Ensure coordinated operational activities.

Quality Management:

• Ensure quality assurance 
• Prioritize activities that maximize the quality of the fruit

Project Management:

• Effectively Manage the planning, budget and execution of new plantings and infrastructure builds
• Ensure projects are delivered within budget and on time.
• Ensure projects meet all quality standards.
• Ensure projects are operationalised within agreed timelines once completed

Risk Management and Compliance:

• Ensure and monitor that risk mitigation measures are in place, adhered to, and monitored regularly.
• Ensure compliance with all company’s policies, procedures and practices in additions to third-party audits and legislation requirements, i.e., Global G.A.P. etc.
• Determine procedural changes for greater efficiency and accuracy

Administration and Finance (Suppliers and Service Providers):

• Consult with Technical department on horticultural best practices.
• Ensure alignment between external service providers and best practice information gathered from technical department.
• Monitor that suppliers and service providers deliver on quantity and quality expectations in line with resource plans

Administration and Finance (Budget Control):

• Draft the annual budget for the farming unit and present it timeously to key stakeholders.
• Monitor income and costs monthly with deviations analysed and forecasts updated.
• Report relevant budget information to the Board of Directors and Finance department when required.
• Monitor that all expenditures are in line with the budget and operational requirements as well as adhere to the Delegation of Authority.
• Operate within the approved budgets

Human Resources Management:

• Plan and roll out annual optimal and cost-effective resource plan.
• Ensure headcount related costs are in line with budget.
• Implement and take accountability for all HR policies, procedures and initiatives and ensure that control measures are in place to monitor progress.
• Identify relevant training needs.
• Motivate employees to create a culture of commitment.
• Promote the culture and values of the organisation through own actions and behaviour.
• Set performance standards in collaboration with employees and monitor performance.
• Ensure an adequate workforce for the efficient and effective operation of the farm.
• Monitor and enforce employee adherence to employer’s policies, legislation, procedures and practices

Asset Management:

• Purchase machinery, equipment, and supplies, such as tractors, seed, fertiliser and chemicals within budget and within guidelines provided.
• Effective operational management.

Systems Management:

• Ensure that systems are in place to ensure effective information gathering.
• Ensure that system and process control measures are in place and implemented to maintain data and information integrity.
• Ensure that relevant data requirements are available to implement operational plans.

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Key Responsibilities Include but Are Not Limited To

• Proactively identify, pursue, and secure new business opportunities within the corporate, conferencing, retail, wholesale, PCO, and domestic travel markets
• Conduct regular sales calls and client visits to generate new business and strengthen existing relationships
• Analyse prospective clients' business needs and prepare comprehensive client profiles and sales strategies
• Prepare and present tailored proposals that are commercially viable and aligned with client requirements
• Build, maintain, and expand a strong regional and corporate client database
• Maintain regular communication with clients to ensure exceptional service delivery and encourage repeat business
• Work closely with operational teams to ensure seamless implementation of new contracts and client requirements
• Host and entertain prospective clients through site inspections, educational visits, and familiarisation experiences
• Deliver engaging product presentations and training sessions to clients and industry partners
• Attend networking events, trade shows, client functions, and industry events to promote the properties and strengthen brand awareness
• Develop and implement creative sales initiatives and targeted action plans to maximise business opportunities
• Research market trends, competitor activity, and emerging opportunities to maintain a competitive advantage
• Monitor sales performance and consistently work towards achieving and exceeding revenue targets
• Represent the company professionally and uphold the highest standards of service excellence at all times

Criteria

• A relevant tertiary qualification in Hospitality Management, Sales, Marketing, Business Management, or a related field will be advantageous
• Minimum of 3 years' experience in a sales role within the hospitality, tourism, or luxury travel industry
• Proven track record of achieving sales targets and generating new business
• Strong understanding of the corporate, conferencing, domestic travel, wholesale, and PCO markets
• Excellent knowledge of hospitality operations and luxury guest experiences
• Outstanding communication, presentation, negotiation, and relationship-building skills
• Highly organised with strong planning, time management, and administrative abilities
• Commercially minded with the ability to identify and capitalise on new business opportunities
• Self-motivated, proactive, and results-oriented with the ability to work independently
• Professional appearance and confident interpersonal skills
• Valid driver's licence and willingness to travel regularly for client meetings and sales activities

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Requirement

• Grade 12
• 2 – 5 years’ experience in Pastel Partner
• Fully Bilingual (Afrikaans and English)
• Valid drivers license and own vehicle
• Good spoken and written communication skills.
• The ability to work under pressure.

Duties will include, but are not limited to:

• Monthly processing of garage cards and credit cards.
• Develop and maintain control system for garage cards and usage of company vehicles.
• Assist with overtime and time sheet
• Process all relevant Supplier Invoices and Returns and Debits
• Liaising with suppliers for outstanding invoices and / or credit notes
• Company vehicle administration.
• Assist with External Audit and B-BBEE Audit
• Complete credit application forms.
• Additional financial ad-hoc duties which might be assigned

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Key Responsibilities:

• Provide personal assistant and administrative support to management.
• Attend meetings, take accurate notes, and compile meeting minutes.
• Manage diaries, schedules, appointments, and correspondence.
• Prepare reports, documents, and presentations as required.
• Maintain filing systems and ensure all company records are organised and up to date.
• Liaise with clients, suppliers, and contractors professionally.
• Assist with general office administration and coordination of projects.
• Utilise modern technology and software systems efficiently.
• Provide administrative support on various operational and ad hoc tasks.

Minimum Requirements:

• Previous experience as a PA, Office Administrator, or similar role.
• Experience working for a civil construction company is essential.
• Strong administrative, organisational, and time-management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new technologies and systems.
• Ability to multitask, prioritise, and work independently.
• Professional, proactive, and detail-oriented approach to work.

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Key Responsibilities Include But Are Not Limited To

• Process supplier invoices accurately and timeously
• Match invoices to supporting documentation and ensure correct authorisation
• Reconcile supplier accounts and resolve account queries
• Prepare supplier payment batches for approval
• Process cashbook transactions, including payments, receipts, bank charges, and transfers
• Perform bank, cashbook, and petty cash reconciliations
• Maintain accurate financial records and filing systems
• Assist with month-end procedures, accruals, reconciliations, and audit preparation
• Liaise with suppliers and internal departments regarding accounts and payment-related matters
• Support operational departments by managing supplier accounts across various business functions

Criteria

• Previous experience in accounts payable / creditors administration
• Experience with cashbook processing, supplier reconciliations, and petty cash control
• Sound understanding of financial controls and payment processes
• Proficient in Microsoft Excel and accounting software such as Xero, Pastel, Sage, or similar
• Excellent attention to detail and accuracy
• Strong organisational, time management, and problem-solving skills
• Ability to work under pressure and meet deadlines
• Strong communication and interpersonal skills
• High levels of integrity, professionalism, and confidentiality
• Hospitality industry experience will be advantageous