Office Administrator (Johannesburg)

We are seeking a highly organized and proactive individual to take on the role of Office Manager & Client Administrator/Coordinator. This dual-role position will oversee the smooth functioning of office operations, manage vendor relationships, and handle financial and administrative tasks related to toner order processing and invoicing for clients. The ideal candidate will be detail-oriented, have excellent communication skills, and possess a strong ability to manage multiple responsibilities efficiently.

Key Responsibiliti

es:
Office Management and Administrat

• ion:Oversee the day-to-day operations of the office, ensuring it runs efficiently and remains a clean, organized, and safe worksp
• ace.Liaise with the building manager to address maintenance, security, and operational issues promp
• tly.Ensure compliance with health and safety regulations to maintain a secure environment for all employ
• ees.Manage purchase orders, including reviewing, approving, and tracking orders to ensure all office-related purchases are accounted for and within bud
• get.Validate vendor invoices for accuracy, process payments, and maintain accurate financial records to ensure timely paym
• ent.Monitor and maintain office supply inventory, coordinating the ordering and restocking of supplies as nee
• ded.Supervise and coordinate with maintenance and service vendors (e.g., air conditioning, pest control) for regular office upkeep and emergency repairs, including the possibility of after-hours w
• ork.Develop and implement office policies and procedures to enhance operational efficiency and safety standa

rds.

Client Administrator and Financial Coordin

• ation:Manage a monthly file of toner orders (Proof of Delivery – PODs) before billing app
• roval.Manually extract PODs from designated portals or reports and manage missing PODs by coordinating with the Laser Logistics Team for resol
• ution.Resize and edit large POD files for distribution to Client’s divisions, often requiring multiple communications per div
• ision.Assign manual purchase orders for toner invoices related to cl
• ients.Prepare and submit detailed financial statements for each of the client’s divisions, adhering to customer system formats to facilitate payment proce
• ssing.Collaborate with various members of Client’s finance department to ensure proper handling and reconciliation of invoices, PODs, and state
• ments.Submit statements to customer divisional finance teams at month-end, ensuring compliance with deadlines for payment proce
• ssing.Conduct monthly manual invoicing for Laser Logistic Team regarding any lost or missing toner tickets (related to the client’s account) for billing corrections related to Third-Party invo

icing.

Qualifications an

• d Skills:Experience in office management, administrative coordination, or a related role, preferably in logistics, finance, or retail envi
• ronments.Strong organizational and multitasking skills, with the ability to prioritize tasks eff
• ectively.Excellent communication and interpersonal skills for interaction with internal teams and external
• vendors.Experience with purchase order management, invoice validation, and payment pr
• ocessing.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with financial management
• software.Knowledge of health and safety regulations and best p
• ractices.Strong problem-solving abilities and a proactive, detail-oriented approach
• to work.Ability to work independently and manage confidential information with di
• scretion.Willingness to work after hours when necessary for maintenance or emergency si
• tuations.English Advanced Working proficie

ncy level

Unfortunately, due to the large volume of incoming applications, we are not able to send you further written notification should your application not meet the requirements detailed in the advertisement. Thank you for your u

nderstanding